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Administrative Assistant I

3 months ago

Sunrise, United States City of Sunrise Full time

**Description**:
**NATURE OF WORK**

This classification involves performing various administrative functions in supporting staff and/or governing boards in addition to supervisor for an assigned area of the City. An employee in this position, depending on assigned department: relieves supervisor of non-policy clerical tasks; coordinates arrangements for meetings; maintains calendars; attends, takes minutes, and/or transcribes meeting minutes; assists in budget preparation; conducts research; composes reports; handles assigned projects; and orders supplies. This position also assigns work to other clerical staff as needed; assists with inquiries; provides technical assistance to others; and delivers training to others.

**Examples of Duties**:
**ESSENTIAL JOB FUNCTIONS**
- Coordinates, manages, monitors, and analyzes assigned special projects and programs; evaluates effectiveness and efficiency; makes recommendations for improvements; and receives and resolves complaints and concerns regarding projects and programs.
- Provides technical assistance to other personnel in implementing new or modified systems, methods, or procedures; prepares detailed written procedures and new or revised forms; develops plans for implementation; conducts necessary training of personnel regarding new or revised methods; and monitors and observes results achieved.
- Relieves supervisor of clerical and administrative details in matters not requiring policy decisions concerning organizational activities and established policies and procedures.
- Composes correspondence, reports, memoranda, forms, etc.; interprets administrative policies; relays instructions and policy and procedural decisions; and represents supervisor at conferences and meetings, including contacts with outside agencies.
- Participates in the formulation, preparation, and control of department budgets through the following: compiling and analyzing financial information; coordinating the preparation of budget narratives; making budget projections; preparing budget-related documents and charts; preparing and/or supervising preparation of budget reports; and conducting and supervising cost analysis and budget impact studies, etc.
- Takes and transcribes materials from recording media; attends meetings, conferences, and governing boards as recording secretary.
- Researches and compiles data from a variety of sources in connection with special reports, budget preparation, and other matters; assembles materials for supervisor’s reply to correspondence demanding personal attention
- Assists in preparing drafts of rules and regulations pertinent to the entire City or to the particular department assigned; prepares a variety of written documents including study plans, special and regular reports, systems and organizational analysis, work flow charts, etc.
- Receives, processes, and maintains accurate records for assigned department; assists with public record requests as assigned.
- Greets visitors; answers phones; monitors visitors’ manual/electronic log; logs information in/out; answers phones; and processes department mail.
- Tracks documents/activities and follows-up in assigned areas.
- Renews vehicle registrations; monitors GPS system; monitors P-cards; makes travel arrangements; notarizes documents; and processes reimbursements as assigned.
- Oversees specific tasks based on department assignment such as administering typing tests to applicants.
- Orders supplies; processes purchase requisitions; and monitors administrative and specialized budgets for assigned area.
- Operates and performs minor maintenance on office equipment such as copiers.
- Performs related work as required.

**Requirements**:
**EDUCATION**
- Graduation from an accredited high school or possession of GED equivalency diploma

**EXPERIENCE**
- Three (3) years of work experience performing administrative functions in an office setting

**OR**
- Two (2) years of experience as an administrative assistant or Administrative Support IV with the City of Sunrise

**OR**
- An acceptable combination of education, training and professional experience
- Tyler Munis experience preferred
- Proficiency with Microsoft Word and Excel required

**NECESSARY SPECIAL QUALIFICATIONS**

**Supplemental Information**:
**KNOWLEDGE, SKILLS, AND ABILITIES**
- Knowledge of administrative assistant methods, techniques, and procedures.
- Knowledge of modern office procedures, practices, and equipment.
- Knowledge of protocol and the proper order of etiquette in conducting administrative assistant activities with City and other officials.
- Knowledge of the functions, processes, and principles of management.
- Knowledge of the techniques and methods used in administrative analysis.
- Knowledge of the organizational structures, functions, operations, objectives, and goals of municipal government.
- Knowledge of appropriate laws, rules, regulations, and procedures governing City operation.
- Knowledge of computer-related ter