Administrative Specialist III - Growth… at City of Ocala · Ocala

This is varied and highly responsible administrative, secretarial and clerical position.

1. Correspondence: Prepares memos, letters, forms, statements, reports and correspondence on a variety of subjects from simple to complex or technical, confidential matters. May include taking dictation, transcribing and composing correspondence or staff meeting minutes.
2. Record Keeping/Reports: Maintains files and various records for the department. Compile, research and prepare various complex reports, which may include payroll, petty cash, travel, budget, billing, purchase requisitions, material requests, etc Responsible for imaging records and record destruction/retention.
3. Customer Service: Communicates clearly and courteously to deal with people by phone, in person, in writing and in some departments by two-way radio. Assists in answering telephones handling complaints, answering questions, screening calls, taking messages and routing calls.
4. Administrative: Schedules appointments, meetings, training and makes travel arrangements. May assist in the preparation and typing of the annual budget. Administers budget expenditures. Communicates city policies and procedures to departmental staff and apply a working knowledge. Participates in various department and city committees. Provides assistance on major projects, which may include extensive research. Attends meetings and performs other duties for Administrative Supervisor as assigned.
5. Payroll Clerk: May be required to prepare payroll or serve as back-up to the department's payroll clerk. Maintains highly confidential information. Maintains employee attendance and salary records. Must have working knowledge and the ability to apply city policies and procedures related to personnel rules and payroll practices.
6. Supervision: May be required to supervise administrative support and clerical personnel in supervisor's absence.
7. Secretary to Boards: Attends, takes notes, and transcribes minutes for City of Ocala Boards and Committees. Prepares agendas and informational packets for posting to the city’s website and for distribution; schedules and advertises meetings and notifies board members of regular and special meetings.
8. Supply Ordering: Orders office and operating supplies for the department.
9. Data Entry: Accurately and timely inputs and processes invoices, contracts, contract change orders, requisitions, and purchase order change orders; codes purchase card transactions; and enrolls staff in training classes using the appropriate software.

Perform any other related duties as required or assigned.To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE

• High school diploma or GED required, supplemented by courses in business practices and the secretarial field
• Must have three years' experience in secretarial and administrative work of a progressively responsible and technical nature with transcription experience and a strong working knowledge of computers
• Must have three-years previous work experience dealing with the general public
• Equivalent combination of training, education and experience may be acceptable

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

• Must possess a valid Florida Driver's License with an acceptable driving record

ANALYTICAL ABILITY / PROBLEM SOLVING MODERATELY STRUCTURED. Fairly broad activities using moderately structured procedures with only generally guided supervision.

PLANNING With regard to general assignments in planning time, method, manner and/or sequence of performance of own work. CONSIDERABLE RESPONSIBILITY; may also occasionally assist in the planning of work assignments performed by others within a limited area of operation.

DECISION MAKING Performs work operations which permit opportunity for decision-making of minor importance. FREQUENTLY; Performs work operations which permit opportunity for decision-making of major importance. FREQUENTLY;

COMMUNICATION SKILLS Ability to effectively communicate information and respond to questions in person-to person and small groups situations.

MATHEMATICAL SKILLS Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area circumference, and volume. Ability to apply concepts such as fractions, ratios, and proportions to practical situations.

CRITICAL THINKING SKILLS Ability to utilize common sense understanding in order to carry out written, oral or diagrammed instructions. Ability to deal with problems involving several known variables furnished in written, oral, or diagram formats.

SUPERVISION RECEIVED Under GENERAL SUPERVISON where standard practice enables the employee to PROCEED ALONE on routine work, referring all questionable cases to supervisor.

MENTAL DEMAND CLOSE; Operations requiring close and continuous attention for control of operations. Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations regarding the organization’s operations.

USE OF MACHINES, EQUIPMENT AND/OR COMPUTER Regular use of complex machines and equipment (desktop/laptop computer and software, road and production machines and equipment, etc.)

ACCURACY Probable errors of internal and external scope would have a moderate effect on the operational efficiency of the organizational component concerned. Errors might possibly go undetected for a considerable period of time.

PUBLIC CONTACT Frequent contacts with general public, patrons, or other outside representatives, wherein the manner of handling these contacts has a bearing on the organization’s position and operation.

EMPLOYEE CONTACT Contacts of considerable importance within the department or office. Requires tact in discussing problems and presenting data and making recommendations

SOFTWARE SKILLS REQUIRED Accounting Basic Alphanumeric Data Entry Intermediate Contact Management Basic Database Intermediate Enterprise Resource Planning Basic Human Resources Systems Basic Payroll Systems Basic Presentation/PowerPoint Basic Programming Languages None Spreadsheet Intermediate Word Processing/Typing Intermediate

PHYSICAL ACTIVITIES While performing the functions of this job, the employee may be required to: Stand Occasionally
Walk Occasionally Sit Frequently Use hands to handle or feel Frequently
Reach with hands and arms Frequently Climb or balance Occasionally Stoop, kneel, crouch or crawl Occasionally Talk or hear Continuously
Taste or smell Occasionally

WEIGHT LIFT REQUIREMENTS The employee must occasionally lift and/or move: Up to 25 pounds

VISION REQUIREMENT Specific vision abilities required by this job may include: Close vision (use of a computer, equipment, or any other work duties that require clear vision within two (2) feet or less).

ENVIRONMENTAL CONDITIONS The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work near moving mechanical parts (spinning shafts, engines, lifts, etc.) Never Work in high, precarious places (tall structures, bucket lifts, extension ladders, etc.) Never Fumes or airborne particles (painting, sanding, solvents, flying lint or dust particles, etc.) Never Toxic or caustic chemicals (including potential for chemical spills, etc.) Never Outdoor weather conditions (exposure to outdoor heat, cold or inclement weather) Never Wet or humid conditions (not weather-related, such as greenhouse, carwash, etc.) Never Extreme cold (not weather-related, such as freezer, cold storage, etc.) Never Extreme heat not weather-related, such as furnace, kitchen, ovens, etc. where temp is regularly above 100 degrees F) Never Risk of electrical shock (live electrical wires, equipment that retains power after shutoff) Never Work with explosives (TNT, dynamite, nitroglycerine or other related explosives) Never Risk of radiation (x-ray equipment, nuclear radiation, electromagnetic radiation, etc.) Never Vibration (jack hammer, soil compactor, equipment that creates high vibration, etc.) Never The noise level in the work environment is usually Moderate (business office with computers/printers, light traffic, etc.)

ADDITIONAL INFORMATION This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).