Administrative Assistant - Parks and Recreation

Administrative Support PositionPerforms a variety of routine to complex clerical, secretarial and administrative work in keeping official records, providing administrative support to department staff, and assisting in the administration of the standard operating policies and procedures of the department. Work is performed under limited supervision with considerable latitude in the use of initiative. Position relies on experience and exercises independent judgment to determine the best approach by using and interpreting policies and procedures.The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.Receives the public and answers questions; responds to inquiries from employees, citizens and others; refers to appropriate department/staff member as neededAnswers phones, routes callers, and provides information as required; refers calls to appropriate department/staff members as neededReceives and processes documentation pertaining to purchasing, accounts payable, and accounts receivableObtains price quotes for potential purchases; submits purchase order requests; research discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures and forwards for payment; processes payments; maintains current balances for department ledger accountsInputs data to standard office and department forms; makes postings to accounts; compiles data for various reportsComposes, types, and edits a variety of correspondence, reports, memoranda, and other material ensuring accuracy. Prepares confidential/managerial reports and documentation.Scans records into appropriate computer system; conducts records maintenance activities in compliance with guidelines governing record retentionMaintains file system for the assigned area; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces filesServes as liaison between the assigned department and other departments/divisions, staff members, City officials, the public, community leaders, outside agencies, and other individuals or organizations for the distribution and receipt of routine informationCoordinates travel arrangements for staff pertaining to meetings, trainings, and conferences; processes all travel expense reports accordinglyEnsures compliance with all applicable rules, regulations, standards, policies and proceduresMaintains inventories and orders supplies and materials as neededAttends committee and staff meetings as assignedAssists with preparation of the various agendas and minutes; makes copies of the documents for public distribution at meetings; posts documentation to City websiteMay assist with departmental and capital improvement budget preparation; monitors expenditures to ensure compliance with approved budgetMay assist in processing documentation pertaining to personnel/payroll functions, review timesheets for accuracy and research discrepancies, and maintain employee rosters and related recordsMaintain department websiteMay receive, time stamp, and distribute incoming mailSupervision: May schedule, coordinate, and/or provide staff trainingMinimum QualificationsHigh school diploma or GED; supplemented by three or more years' clerical and administrative experience; specialized course work in general office practices such as typing, filing, accounting and bookkeeping preferred; or an equivalent combination of education, certification, training, and/or experience. Must have a valid Florida driver's license.

Regular in office attendance is required. Candidate is subject to interview(s), medical testing (including drug screening), and a comprehensive background investigation.Knowledge, Skills and AbilitiesIn addition to meeting the minimum qualifications listed above, an individual must be able to perform each of the established essential functions in order to perform this job successfully. KNOWLEDGE, SKILLS, AND ABILITIES:Advanced knowledge of clerical procedures and systems such as managing files and records, and other office procedures and terminologyAdvanced knowledge of principles and processes for providing outstanding customer serviceSkill in working independently and following through with assignments with minimal supervisionAdvanced ability to operate a computer using Microsoft Office products (Word, Outlook, and Excel) and learn to use applicable department and organization specific softwareAbility to communicate effectively verbally and in writingAbility to establish and maintain effective and cooperative working relationships with those contacted in the course of workAbility to exercise sound judgment and maintain confidentiality regarding critical and sensitive information, records, and reportsAbility to review, compile, and organize forms, documents, and related records for efficient processing and ready retrievalAbility perform mathematical computations in support of workAbility to provide exceptional internal and external customer serviceAbility to take and record accurate notesAbility to follow oral and written instructionsAbility to organize work for timely completionAbility to perform basic cashier duties accuratelyAbility to regularly attend work and arrive punctually for designated work scheduleOTHER REQUIREMENTS PHYSICAL REQUIREMENTS: Depending on functional area of assignment, tasks involve the ability to exert light physical effort usually involving some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 20 pounds). Usually involves some climbing, balancing, stooping, kneeling, crouching, crawling, walking or standing. Tasks may involve extended periods of time at a keyboard or work station and extended periods of time standing and/or walking.ENVIRONMENTAL REQUIREMENTS: Tasks are regularly performed inside without exposure to adverse environmental conditions (e.g., dirt, cold, rain, fumes).SENSORY REQUIREMENTS: Tasks require sound and visual perception and discrimination. Tasks require oral communications ability.EMERGENCY RESPONSE AND ESSENTIAL EMPLOYEE STATEMENT Every City employee has emergency response responsibilities, though not every position will be considered an essential employee during an emergency event. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description.

Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.BenefitsThe City of Marco Island offers a wide range of employee benefits. Below is a brief summary of the comprehensive benefits package we have to offer you when you join our team. City of Marco Island Employees participates in a Cafeteria-Style benefits plan. The cost of any benefit chosen by the employee is deducted from each paycheck.Health Insurance: The City currently offers a PPO (Preferred Provider)-type health insurance plan provided by Cigna. The City pays 85% and the Employee pays 15% of the premiums.Dental Insurance: The City currently offers a PPO (Preferred Provider)-type dental insurance plan provided by The Standard.Vision Insurance: The City currently offers a PPO (Preferred Provider)-type vision insurance plan provided by The Standard.Supplemental Insurance: The City currently offers 4 types of supplemental insurance provided by AFLAC.Life Insurance and AD&D: The City offers an voluntary $50,000 life insurance and accidental death and dismemberment policy for employees.Additional Life Insurance: The City offers Additional Life in units of $10,000 to a maximum of $300,000. The minimum amount you can elect is $10,000. Employees can elect up to $80,000 with no medical questions.

Spouse coverage is available in units of $5,000 to a maximum of $150,000, but not to exceed 50 percent of your Additional Life coverage. Employees may also elect $10,000 of Dependents Life insurance for eligible children.Short-term Disability: The City offers a short-term disability benefit that would provide a weekly benefit of 60% of $1,667 of your insured pre-disability earnings reduced by deductible income. The plan maximum weekly benefit is $1,000 and minimum is $15. The benefit waiting period is 30 days (accidental injury and other disabilities) the period of time that you must be continuously disabled before benefits become payable.Long-term Disability: The City offers a long-term disability benefit that would provide 60% of covered salary after the employee is disabled for six months. The premium for this insurance is.54 percent of salary. For example: calculate monthly salary x.