Administrative Assistant III

1 day ago

Melbourne, United States City of Melbourne, FL Full time
Salary: $22.73 - $25.61 Hourly

Location : City of Melbourne, FL

Job Type: Full-Time

Job Number: 01363

Division: Human Resources

Opening Date: 08/29/2024

Closing Date: Continuous

Description

The incumbent performs specialized and responsible administrative work for the Department. The incumbent is responsible for relieving Human Resources staff of operational and administrative details. The incumbent works with considerable independence within the scope of established policies and procedures. The incumbent requires discretion and diplomatic skill in representing policies and working effectively with City personnel, officials, and the public.
Examples of Duties

  • Answers the telephone and assists the public and employees regarding questions related to employment, benefits, procedures, and all matters related to Human Resources.
  • Takes minutes, composes, and types correspondence for HR staff as assigned.
  • Prepares and maintains departmental records, reports for meetings, notices, and other matters.
  • Responds to public records requests.
  • Coordinates grievance and arbitration hearings, and types grievance responses as directed by the Human Resources Manager.

  • Takes and transcribes minutes of meetings.
  • Opens and distributes incoming departmental mail and prepares outgoing mail.
  • Prepares purchase requisitions, purchase orders, warehouse requisitions, and travel requests.
  • Processes payment of invoices.
  • Prepares files and performs filing as needed.

  • Updates departmental and City-wide Human Resources forms.
  • Orders departmental supplies.
  • Compiles and prepares reports and surveys; searches files and other sources to develop background materials; assists in a variety of office tasks.
  • Prepares and maintains Human Resources payroll records.
  • Prepares Human Resources files to be sent to the off-site storage site and coordinates retention and destruction of records.

  • Maintains calendar for the Human Resources Conference Room.
  • Completes employment verifications both orally and in writing.
  • Coordinates City-wide blood drives.
  • Travels as needed.
  • Performs the duties of the Human Resources Generalist in their absence.

  • Performs other assigned duties as assigned.

Minimum Qualifications

  • High School Diploma or equivalent;

  • Three (3) years of related experience;
  • Work experience may be substituted for higher education.
  • The applicant must be proficient in Microsoft Office Outlook, Word, and Excel with some experience in Publisher applications.

Licenses, Certifications or Registrations:
  • Must possess and maintain a valid Florida driver's license. Applicants who possess a valid out of state driver's license must obtain the Florida driver's license within 10 days of employment.
  • Preferred qualifications include college coursework in business office practices, experience working in a Human Resources office, work experience at the local, State or Federal government, and certification as a Certified Professional Secretary (CPS).

Knowledge, Skills and Abilities

  • Knowledge of business English, spelling, punctuation, and mathematics.
  • Knowledge of current office procedures and practices in planning and organizing work to meet goals and objectives.
  • Skill in taking minutes from spoken conversations.
  • Skill in the use of a personal computer and various applications programs.

  • Ability to make independent decisions and to assist in routine Managerial decisions.
  • Ability to work effectively and courteously with the public and other employees.
  • Ability to follow complex written and oral directions.
  • Ability to carry out a wide scope of clerical procedures.
  • Ability to compose effective and accurate correspondence and reports.

  • Ability to deal with non-routine matters.
  • Ability to operate modern office equipment.
  • Ability to type with speed and accuracy.
  • Ability to operate a motor vehicle in a safe and efficient manner.

PHYSICAL DEMANDS:

  • Ability to type on computers and typewriters for extended periods of time without rest and at a fast speed.
  • Ability to see, read, write, and type messages, files, forms, labels.
  • Ability to kneel, squat, sit, and stand for extended periods of time without rest.
  • Ability to work under pressure of deadlines.

  • Ability to work accurately in a noisy and stressful environment
  • Ability to stand and walk when going to copy room, retrieving mail, and delivering correspondence to other divisions.
  • Ability to use fingers, hands, and wrists while operating various office machines and writing messages.
  • Ability to print or write legibly when taking messages for other staff.
  • Ability to handle stress when working with deadlines.

  • Ability to work regularly scheduled hours with little moderation.
  • Ability to work in confined spaces or small working areas.
  • Ability to lift and carry packages that weigh up to 20 pounds.
  • Ability to reach and grasp objects.
  • Ability to hear when required to answer phones.

  • Ability to speak English when communicating with co-workers and the public.

The City of Melbourne offers a generous benefit package to include:
• 100% City paid medical insurance for employee only; coverage available for family
• Health Insurance opt-out incentive for employees with other medical coverage
• Dental

. Vision
• Life Insurance in the amount of 1 times your annual salary
• Additional life insurance to include coverage for your spouse and child(ren)
• Short-term disability
• Long-term disability
• Flexible Spending and Dependent Care Account
• Employee Assistance Program
• Wellness Program
• 457 Deferred Compensation
• Retirement Plans (FRS, local plan for Police and Fire personnel)
• Paid Holidays
• Tuition Reimbursement

For more information about benefits visit )

01

The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview.By completing this supplemental questionnaire you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal. "See resume" is not an acceptable answer to the questions.
  • Yes, I understand and agree
  • No, I do not agree

02

What is the highest level of education you have completed?
PROOF OF EDUCATION REQUIRED FOR THE POSITION YOU ARE APPLYING FOR MUST BE UPLOADED TO APPLICATION.
  • Did not complete High School Diploma or GED
  • High School Diploma or GED
  • High School Diploma or GED and Some College
  • Associate's Degree
  • Bachelor's Degree
  • Master's or Higher

03

Do you possess a valid State of Florida driver's license, or a valid out of state driver's license?
  • Yes
  • No

04

How many years of related experience do you have?
  • None
  • Less than 1 year
  • More than 1 year less than 3 years
  • More than 3 years less than 5 years
  • More than 5 years less than 7 years
  • More than 7 years less than 9 years
  • More than 9 years less than 11 years
  • More than 11 years

05

How many years of experience working in a Human Resources office at a Local, State or Federal experience do you have?
  • None
  • Less than 1 year
  • More than 1 year less than 3 years
  • More than 3 years less than 5 years
  • More than 5 years less than 7 years
  • More than 7 years less than 9 years
  • More than 9 years less than 11 years
  • More than 11 years

06

How many years of experience working with public records request under HIPAA or Florida Statutes Chapter 119 do you have?
  • None
  • Less than 1 year
  • More than 1 year less than 3 years
  • More than 3 years less than 5 years
  • More than 5 years less than 7 years
  • More than 7 years less than 9 years
  • More than 9 years less than 11 years
  • More than 11 years

07

How many years of experience processing purchasing order invoices do you have?
  • None
  • More than 1 year
  • More than 1 year less than 2 years
  • More than 2 years less than 3 years
  • More than 3 years less than 4 years
  • More than 4 years less than 5 years
  • More than 5 years

08

Please indicate your level of proficiency with Microsoft Outlook.
  • Basic knowledge of identifying the components of the Outlook environment; composing email messages; sending and receiving email messages; organizing email messages into folders; managing contacts; scheduling appointments; scheduling meetings, managing tasks, notes and journal entries.
  • Knowledge of customizing message settings; organizing and locating Outlook messages; setting calendar options; tracking activities using the Journal; assigning and tracking tasks; sharing folder information; customizing the Outlook environment.
  • Extensive knowledge of almost all functions of program including personalizing your email; organizing Outlook items; managing data files; managing contacts and contact information; saving and archiving email; creating a custom Outlook form; working offline and remotely.
  • None of the above

09

Please indicate your level of proficiency with Microsoft Word.
  • Basic knowledge of creating, editing, formatting, and saving simple documents; inserting simple tables; and proofreading documents for accuracy.
  • Knowledge of common commands such as creating a title; using, modifying, and creating styles; setting up the ruler; indenting paragraphs, using tabs and tables; inserting captions, footnotes, endnotes, special characters, or hard page breaks; using page numbering; creating headers and footers; inserting graphics; inserting an equation, adding comments and tracking changes.
  • Extensive knowledge of almost all function of program including mail merge, macros, creating a table of contents, creating bookmarks and cross-referencing.
  • None of the above

10

Please indicate your level of proficiency with Microsoft Excel.
  • Able to create basic worksheets; create basic formulas; use basic functions; modify and format a worksheet; print workbooks.
  • Able to use advanced formulas; organize tables and worksheets; create and modify charts; analyze data using Pivot tables and Pivot charts; insert and modify graphic objects in a worksheet.
  • Able to create and edit macros; conditional formatting; apply data validation criteria; able to protect, share and merge files; trace cells and troubleshoot formula errors; uses data list outline; consolidate data and link workbooks; export and import text files and XML data; import data from the Web and create Web queries; analyze data using trend lines, Sparklines and scenarios.
  • None of the above

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