Administrative Assistant (Temporary / On-Call)

Temporary Employee Position

Is your mantra "Stay Ready So You Dont Have To Get Ready"? Well, seize the opportunity with the City of Hollywood. We can provide you with a pathway to employment through our temporary employee pool. This is a great opportunity if you're new to the workforce, re-entering the workforce or looking to gain new skills or develop your skill set. As a member of our temporary employee pool, you'll learn more about our organization and mission first-hand, showcase your talent and serve the community. Apply Now!

JOB SUMMARY : Must be available for temporary, on-call, non-remote, assignments of varying timeframes. Under the direction of an administrative superior, performs a wide variety of generalized clerical and administrative tasks. Assignments vary depending on department requirements, ranging from general clerical duties to more complex administrative duties, including policy interpretation, budget preparation, and data analytics, where some discretion and decision-making is exercised. Interaction with the public by telephone and / or in-person may be required. Work is reviewed through conferences and written reports for results obtained and adherence to established policies and procedures.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES :

• Prepares correspondence, invoices, statements, reports, and other materials from copy or notes; composes letters, memoranda, minutes, notices, and other correspondence.
• Responds to telephone or in-person inquiries; greets the general public; provides information on departmental services and functions; directs callers.
• May oversee the processing of various departmental records transactions including employee personnel action forms, purchase orders and requisitions.
• Requisitions supplies and equipment; may assist in the preparation of budgets and payroll, checks operating reports for accuracy and conformance to policies and standards; and updates publications.
• Operates a computer, photocopier, printer, calculator, and other office equipment as required.
• Maintains specialized manual or automated filing systems.
• Maintains supervisor's and other department personnel's appointment calendars as required.
• May be required to research, collect, and compile data for administrative reports.
• Gathers information on projects from departments and offices; edits and proofreads the information submitted.
• Prepares reminders to departments and office staff, and requests updates on projects and events as needed.
• May prepare agenda items and minutes for department related meetings or committees.
• May oversee special projects as required or requested by supervisor.
• May oversee department inventory and archives correspondence in accordance with record retention specifications.
• Organizes and submits travel documents for department personnel.
• May prepare and submit payroll for the department as needed.
• Effectively and positively represents the city in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Establishes and maintains effective and professional relationships with work colleagues, supervisors and managers.
• Performs related work as required for this position description only.

THE REQUIREMENTS :

EDUCATION / EXPERIENCE :

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and / or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Required :

Must be available for temporary, on-call, non-remote, assignments of varying timeframes.

High School Diploma or GED; supplemented by a minimum of two (2) years of responsible clerical and administrative experience including use of computers and standard software applications. Some positions may require special education or training in a technical job-related field of study.

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.

CERTIFICATES, LICENSES, REGISTRATIONS :

Administrative / Secretarial Certifications, Certified Professional Assistant Certification, Microsoft Word Basic / Intermediate, Microsoft Word Advanced, Microsoft Outlook, Microsoft Excel Basic / Intermediate, and Notary License.

KNOWLEDGE, SKILLS, ABILITIES :

PHYSICAL DEMANDS :

The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak and be required to exert up to 50 pounds of force occasionally and / or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. May require the use of fingers or hands to manipulate objects such as picking, gripping, or pressing. Specific vision abilities required by this job include close and distance vision, peripheral, and depth perception. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT :

Work is performed primarily in an office environment where sedentary work is typically performed and requires the employee to be sensitive to change and responsive to changing goals, priorities, and needs.

THE EXAMINATION :

Required Education and Background Information : Look over the announcement carefully to determine your eligibility. Please note minimum education and experience requirements. Closed competitive positions are open only to employees while open competitive positions are open to anyone who meets the minimum qualifications for the position. Evidence of a GED test score is required if submitted for high school diploma. Applicants are responsible for clearly documenting work experience and / or providing all relevant information at the time of application. Additional information will not be accepted after the announcement closing date. Veteran's Preference : The City values the service that veterans and their family members have given to our country, and as such, proactively recruits and hires veterans and qualified spouses to the greatest extent possible. Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements. To obtain veteran's preference, candidates MUST submit a copy of separation papers (DD214) and meet eligibility requirements as stipulated by the Florida Statutes. For additional information, please refer to the Florida Department of Veterans' Affairs.

ADDITIONAL INFORMATION :

All successful applicants will be required to pass an extensive background which may include criminal history searches, driving history checks, credit report, courthouse searches, education verification, employment verification, professional license verification, or other search methods as deemed necessary for the position. In addition, the applicant will be required to undergo a medical examination, which may include a drug screening, prior to appointment. EMPLOYMENT OF RELATIVES : The City of Hollywood has an Ordinance which regulates the employment of relatives of City employees. Effective January 28, 2008, a relative may only be hired under the following additional conditions :

As of 12 / 15 / 2005 the City will require all newly hired employees to sign an affidavit affirming non-usage of tobacco or tobacco products within the last year prior to submission of application and will continue to be a non-user of tobacco products throughout employment with the City of Hollywood. REASONABLE ACCOMMODATION : The Employment Office will make reasonable efforts in the examination and workplace to accommodate persons with disabilities. Please advise Human Resources of special needs by calling (954) 921-3216. All applicants receive consideration for employment regardless of