Administrative Assistant-Development Services

17 hours ago

Panama City, United States City of Panama City, FL Full time
Salary : $33,425.60 Annually

Location : Panama City, FL

Job Type: Full- Time

Job Number: 20241209

Department: Development Services

Opening Date: 12/09/2024

Salary: Salary/Hourly wages may be adjusted based upon experience within Step Plan Parameters

MAJOR FUNCTIONS

This is a professional-level administrative position within the Development Services Department and Building Services Division. Administrative duties relating to a variety of interactions and providing services are key components of this position, including providing general administrative support for the team. This position works with data and interpersonal relationships requiring a high level of professionalism, confidentiality, ethics and trust. Assisting in the overall organization, support and administrative functions within the team are required. This position functions under the leadership and guidance of the Director of Development Services.

ESSENTIAL DUTIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.

  • Manage correspondence (emails, letters, and phone calls).
  • Greets general public both in person and telephonically in a professional and friendly manner to ascertain which team members can assist them further.
  • Composes correspondence independently and maintains records and files.
  • Composes and dispatches responses to other team members, general public and other departments.
  • Responsible for maintaining and transcription of minutes from various meetings.
  • Maintains records for Development Services team.
  • Independently answers inquiries from the public and other officials concerning procedural and regulatory matters administered by the department.
  • Processes purchase orders, check requests and other basic accounting and departmental bookkeeping items.
  • Maintains supplies for the team and orders when necessary.
  • Maintains official records, prepares special reports and submits to appropriate parties.
  • Independently prepares various reports, i.e., monthly reports of department activities, special reports as needed.
  • Maintains familiarity with Building and Development Services application processes.
  • Assists in application submission and relays requirements to the public.
  • Processes public records requests.
  • Performs other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

  • Strong desire to assist others to achieve their needs in a positive and servant-focused manner.
  • Exceptional skills in listening and de-escalation of situations.
  • Extensive knowledge of Microsoft Office products (Word, Excel, PowerPoint and Outlook).
  • Ability to learn proprietary and third-party software independently.
  • Develop and maintain effective, cooperative, team-focused and helpful working relationships with City team members, elected officials, various agencies and the general public.
  • Strong professional, cooperative, positive and team-focused communication in all written and oral forms including email, letters, memos, etc.
  • Ability to exercise independent judgment while following processes and procedures as determined.
  • Ability to multi-task and maintain a strong level of organization with evolving and changing priorities.
  • Ability to maintain confidential and sensitive information with a strong understanding of the impact of the accuracy of information on the team.
  • Ability to exercise resourcefulness in solving problems in accordance with established policies and practices.

MINIMUM QUALIFICATIONS

  • Graduation from high school or possession of an acceptable equivalency diploma.
  • Two (2) years' work experience in professional business environment, preferable in an administrative capacity.
  • Valid driver's license.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Summary:

  • Occasionally - Lift/Carry: 15+ lbs., Push/Pull: 26+ lbs., Climb, Crawl, Drive.
  • Frequently - Lift/Carry: 15 lbs. or less, Push/Pull: 25 lbs. or less, Twist/Turn, Reach Above Shoulder, Reach Outward, Stand, Walk.
  • Constantly - Acceptable Eyesight (with or without correction) Acceptable Hearing (with or without a hearing aid), Sit, Handling/Fine Motor Skills, Type/Keyboard.?

DISCLAIMER

These are intended only as illustrations of various types of work performed. The omission of specific duties does not exclude them from the position.

Panama City Offers a complete benefits package to all full time employees. Below is a list of the benefits offered by the City.

For more detailed information about the benefits please reach out to the Human Resources Department.

WORK/ LIFE INTEGRATION
  • 12 Days of Paid Time Off
  • 12 Days of Paid Sick leave- 6 may be used for family
  • 12 Days of Paid Holidays
  • Birthday Leave
  • Bereavement Leave
  • Military Leave
  • Social Event Outings
  • Employee Assistance Program
HEALTH & WELLNESS
  • Medical Benefits-Team Member (ZERO cost option available)
  • Family Member Benefits available (City supplemented premium)
  • Dental Benefits (Premium paid in FULL for Team Members)
  • Orthodontic coverage for children (under 19)
  • Vision Benefits
  • Blood Drives (ADDITIONAL Paid Time Off for participation)
  • Wellness Incentive Program
  • Health Savings Account/ Medical FSA
FINANCIAL WELLNESS
  • General Employee Retirement Pension Fund (10% of annual compensation)
  • Access to Professional Financial Advisory Services
  • City Paid Life Insurance and AD&D ($50,000)
  • Additional Life and AD&D coverage available for employees, spouse, and Children
  • Short-term Disability (Paid in FULL by City)
  • Long-term Disability (Paid in FULL by City)
  • Accidental Insurance
  • Critical Illness Insurance
  • Education Assistance Program/ Tuition Reimbursement
  • Job Stability & Security
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