Administrative Assistant III

13 hours ago

Melbourne, United States City of Melbourne, FL Full time
Salary: $22.73 - $36.78 Hourly

Location : City of Melbourne, FL

Job Type: Full-Time

Job Number: 01409

Division: Information Technology

Opening Date: 11/15/2024

Closing Date: Continuous

Description

The incumbent performs high-level administrative support, budget preparation and management, and procurement for the Information Technology Department. Under the direction of the Chief Information Officer/Director of Information Technology and/or the Deputy Chief Information Officer/Deputy Director of Information Technology performs a variety of complex and highly technical budget and management analysis functions. Significant functions of the position are assisting in the development of the annual IT budget and Allocation system including preparation of management analyses, including quarterly budget reviews. Management of a complex budget that supports 18 distinct departments and funding sources. Requires advanced knowledge and practical experience creating purchase requisitions in Munis and Civic Clerk. Requires advanced Excel skills. Requires the ability to exercise independent judgement in the application of knowledge of sound budget practices. The position requires discrete handling of confidential and/or sensitive information and diplomatic skill in explaining budget procedures and obtaining budget data from City personnel. Assists in maintaining smooth daily operations of the department, conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, scheduling meetings, organizing, and maintaining paper and electronic files. The incumbent is responsible for relieving the CIO/Director of Information Technology of administrative details and 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 telephones, greets visitors, and handles their inquiries or directs them to the appropriate person according to their needs.
  • Uses computers for various applications, such as Munis ERP, Civic Clerk, spreadsheets, power point presentations, database management, process mapping and word processing.
  • Processes invoices for p-card transactions and accounts payable.
  • Operates office equipment and arrange for repairs when equipment malfunctions.
  • Sets up and manages paper and electronic filing system, serves as the records custodian for the Department, retains or disposes of records according to Public Records requirements and City Administrative policy.
  • Performs analyses of budget and expenditures, which are the basis for projections, and development of the annual budget. Writes reports, schedules, and narrative sections of the annual IT budget based on analysis.
  • Assists Department Director and divisions in annual budget preparation by coordinating Director review of division submissions with supporting documentation.
  • Prepares Council agenda materials for IT requisitions and purchases that meet the council threshold. Including complex graphs and charts using Excel.
  • Prepares IT quarterly budget review and reports and is responsible for preparation of resolutions to implement recommended budget changes.
  • Prepares special reports for the City staff use to facilitate management of City operations. Runs financial reports to support budget adjustments and to perform required budget or policy analysis.
  • Initiates, reviews departmental purchase requisitions for completeness, proper expense codes, contract or purchase order term, appropriate attachments, and compliance with City Code and Procurement Manual.
  • Enters change order requests when necessary and appropriate.
  • Processes and manage purchase orders (emailing to vendor and filing).
  • Schedules and confirms appointments for the Department Director.
  • Performs payroll functions such as maintaining timekeeping information and processing and submitting bi-weekly payroll.
  • Maintains copies of department's comp time logs.
  • Maintains department scheduling and event calendars.
  • Composes, prepares and distributes meeting agendas, notes, routine correspondence, or reports.
  • Opens, reads, routes and distributes incoming mail or materials, and provides routine responses and prioritizes as needed.
  • Reviews work done by others to check for correct spelling and grammar, format as needed and recommend revisions.
  • Assists department division managers with purchasing process for approved technology items.
  • Completes department agenda materials for City Council action.
  • Research information as needed for department projects.
  • Creates, formats, and distributes department quarterly newsletter to internal customers.
  • Compiles and format annual department report.
  • Orders, distributes, and maintains appropriate levels of office supplies.
  • Learns to operate new office technologies as they are developed and implemented.
  • Maintains departmental procurement records (purchase orders, bids and quotes files) as per Florida State Laws and City code.
  • Coordinates signature approvals for Council agendas and City Manager action items.
  • Arranges for conference, meeting, or travel reservations for department staff.
  • Prepares travel documents and forms for approval.
  • Plans and manages special events such as the bi-annual Service Award, training graduation events, other department events.
  • Coordinates and serves as liaison on special projects assigned to the Department Director, including preparation of materials, charts, and reports.
  • Provides administrative support to four IT divisions as needed, including scheduling, purchasing, research on special projects and report preparation.
  • Assists IT Division Managers with routine matters due to shortage of employees or unexpected absences.
  • Provides major support as needed to meet departmental deadlines.
  • Performs other assigned duties as assigned.

Minimum Qualifications

  • High School Diploma or GED.
  • Five (5) years of advanced secretarial or administrative assistant experience

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 a Florida license within 10 days of employment.

Knowledge, Skills and Abilities

  • Knowledge of business English, spelling, punctuation, and mathematics.
  • Knowledge of current office practices and procedures in planning and organizing work to meet goals and objectives.
  • Skill in the use of a personal computer and various applications programs.
  • Skill in communications, including proficiency in English, grammar, and sentence structure.
  • Ability to make independent decisions, assist in routine managerial decisions, and delegate assignments at the request of the CIO/Director of IT.
  • Ability to deal with non-routine matters.
  • 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 administrative procedures.
  • Ability to compose effective and accurate correspondence and reports and to provide complicated or detailed information through written and verbal communication.
  • Ability to operate modern office equipment such as copier, computer, calculator, telephone, fax machine, and typewriter.
  • Ability to work quickly and accurately to meet deadlines.
  • Ability to type at the rate of sixty-five correct words per minute.
  • Ability to apply common sense understanding to carry out detailed written or oral instructions.
  • Ability to deal with problems involving variables and make decisions within established guidelines.
  • Ability to read and understand information in policies and procedures and make proper application in the carrying out of duties and responsibilities.
  • Ability to collect and organize data and review and analyze the information and make recommendations within established guidelines.
  • Ability to reason and recognize issues that may have an impact to established goals and objectives.
  • Ability for use of telephones, "voice processing", and oral instructions.
  • Ability to work under stressful conditions of multiple deadlines and short deadlines.
  • Ability to be flexible and change priorities at a moment's notice.

PHYSICAL DEMANDS:

The work is medium and requires exerting up to 50 pounds of force occasionally, and up to 30 pounds of force frequently, and up to 10 pounds of force constantly to move objects. Additionally, the following physical abilities are required: balancing, climbing, feeling, manual dexterity, grasping, handling, hearing, kneeling, lifting, mental acuity, pulling, pushing, reaching, repetitive motion, speaking, standing, stooping, talking, visual acuity, and walking.

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 advanced secretarial or administrative assistant 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

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