Administrative Associate

1 month ago

Apopka, United States City of Apopka Full time

**GENERAL DESCRIPTION**

This is a moderately complex position involving independent performance of duties and is responsible for important administrative support work within its assigned department/division. Responsibilities include receiving incoming calls, assisting leadership and management within assigned department/division, greeting individuals that enter the facility, creating correspondence, and responding to residents or customers. Additional responsibilities may differ based on the assigned area.

**ESSENTIAL JOB FUNCTIONS**
- The following essential functions represent the primary duties of this position but should not be considered an all-inclusive list of responsibilities. _Other duties may be required and assigned._
- Assists the department with correspondence and routine office functions as required.
- Receives and screens telephone calls and office visitors and provides general information. Dispatches calls to the appropriate staff. Receives and sends incoming fax documents to appropriate staff and/or departments.
- Maintain files, records, and related data in a neat and organized manner.
- Attends meetings and is responsible for taking minutes of the presentations and discussions. Completes system uploads of staff reports for City Council meetings.
- Respond promptly to citizen inquiries, questions, suggestions, complaints and records requests.
- Completes, scans, and assigns restoration work orders or departmental assignments.
- Prepares work orders for various departments based on phone calls received or orders needed, as well as pulling work orders for Risk Management for claims as needed.
- Report any accidents or incidents to Risk Management.
- Re-stocks copy machines and upkeep of toner.
- Prepares and processes purchasing requisitions for mileage and other invoices as requested.
- Prepares, updates, and tracks contracts on spreadsheets and communicates renewals prior to expiration dates.
- Work closely with the other departments and provide information as needed.
- Maintains spreadsheets and creates requisitions for supplies, vehicles, and equipment. Places orders for supplies.
- Main point of contact for purchasing supplies through the Amazon business account.
- Responsible for office duties requiring independent analysis, exercises of judgment and possesses a detailed knowledge of department policies and procedures.
- Point of contact for the special departmental programs and maintains information including work order scheduling and data entry.
- Uses computers and communication equipment, (ie, radio, telephone) computers, copy machine, multi-line phone system, fax machine, photo, radios, video and audio hardware, various hand tools and various motor vehicles.
- Receives and routes incoming mail, prepares letters, printed matter and other materials for mailing and distribution. Delivers, receives, and distributes interoffice mail received from City Hall.
- Designs and implements office forms as required.
- Updates schedules and distributes on a weekly basis, i.e. on-call or standby schedule.
- Posts new job listings with expiration included for tracking of most current listings.
- Remains courteous to the public at all times and gives directions to the location of the different departments and/or divisions.
- Processes change orders and budget transfers. Tracks and updates budget tracking system. Oversees tracking of invoices, purchases orders, and items purchased.
- Greets customers and vendors and assists with inquiries and provides necessary information.
- Creates Standard Operating Procedures (SOPs), office manuals, reports, flyers, etc.
- Performs any other duties or tasks that may be assigned.

**ADDITIONAL ESSENTIAL FUNCTIONS**

**_ Public Services - Utility Administration_**
- Enter and locate work order tickets, as well as processing hydrant meter rentals and necessary paperwork for customers.
- Maintains consumer website, SeeClickFix, for completion of work orders requested and routing completed to appropriate managerial staff.
- Work closely with the Fleet Division and Finance Department to maintain the E-Pass tracking spreadsheet and create requisitions when replenishment is required by Public Service vehicles.
- Point of contact for the Adopt-A-Road program and maintains information including work order scheduling and data entry.
- Completes FEMA data entry.
- Update radio and streets listing when new hires begin employment or development are added to Community Development.
- Submits staff reports into current software for City Council meetings. Monitor Budget Tracking System and process E-Statements.

**KNOWLEDGE, SKILLS & ABILITIES**
- Knowledge of administrative work required for assigned area.
- Ability to take initiative and exercise appropriate judgement.
- Knowledge of departmental practices, policies, City Code of Ordinance and the organization.
- Considerable knowledge of office practices and procedures, business English, spelling, punctuation, and arithmetic

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