Administrative Assistant II
2 weeks ago
Location : Leesburg, FL
Job Type: Full Time
Department: Public Works
Division: Administration
Opening Date: 08/29/2024
FLSA: Non-Exempt
Bargaining Unit: N/A
Nature of Work
The purpose of the class is to provide highly responsible, diversified office administration for an assigned department or elected official(s). The class is responsible for providing information, serving customers, maintaining files, preparing correspondence, data entry, overseeing or performing major office functions, supporting elected officials and boards, special projects, supervising staff as assigned and other office tasks.
Essential Job Functions
- Greets customers, other departments, or general public; provides or gathers information; provides services or refers to appropriate person or activity.
- Answers phones and routes calls, answers questions, and takes messages.
- Oversees or prepares forms, letters, booklets, brochures, reports, purchase orders, medical records, board meeting agendas, and other forms or records and correspondence as required.
- Gathers information for entry into computer system; extracts information or reports as necessary.
- Process billing information; audit and monitors billing accounts; resolves problems with billing.
- Oversees office functions such as payroll, personnel records, financial and business processes, inventories, budgets, training, contracts, public information, special projects or events, and others.
- Maintains files; extracts and summarizes information; provides information to internal or external agencies as required; coordinates with other staff, departments, or outside agencies.
- Maintains schedules and calendars for staff; makes travel arrangements; schedules and/or attends training seminars or classes; plans and coordinates social events such as receptions and luncheons.
- Attends board and committee meetings; prepares minutes as needed.
- Oversees or processes incoming and outgoing mail and routing to appropriate person or office.
- Maintains supply inventories; orders supplies as needed; prepares purchase orders; pays invoices; operates and performs minor maintenance on office equipment.
Minimum Requirements
Requires a high school diploma or GED. Requires formal training, special courses, or self-education equivalent to satisfactory completion of one year of college education or specialized advanced training in office technology, business, or a closely related field. Requires three (3) years or more of directly related experience, or an equivalent combination of training and experience which provides the required knowledge, skills, and abilities. Experience with word-processing applications (i.e.: Microsoft Word®™©), spreadsheets (i.e. Microsoft Excel®™©), and experience with HTE NaviLine and/or a multi-departmental finance and accounting system are preferred. Must be able to type 35cwpm. Typing test required.
Notary Public and Driver's License may be required. Special skills or equipment certification may be required. Must possess a valid Florida driver's license and satisfactory driving record as a condition of initial and continued employment.
Health Insurance: Health Insurance is effective after 90 days of employment. Employees may elect a PPO or HMO plan. Provider is BCBS of Florida.
Dental Insurance: Dental Insurance is effective after 90 days of employment. Employees may elect a PPO or HMO plan. Provider is United Health Care.
Vision Insurance: Vision Insurance is effective after 90 days of employment. Provider is United Health Care.
Employee Wellness Center: Free to employees, dependents, and retirees who are enrolled in the City's health insurance. The EWC provides free onsite Health Risk Assessments, doctor appointments, basic lab work, and some generic prescriptions.
Retirement: A (401A) non-contributory defined contribution pension is provided for general employees. The City contributes 5%.Certified Police employees join the Chapter 185 Plan which requires employees contribute a predetermined percent into the plan. Certified Fire employees participate in a plan which exceeds the requirements of Chapter 175 and which requires employees contribute a predetermined percent into the plan.
All employees may elect to tax defer an amount allowed by the IRS to a 457 deferred compensation account
Life Insurance: $50,000.00 policy - 50% at age 70 for general employees, police and fire - 100% premium paid.
Bereavement Leave: 24 hours of leave with pay.
Holidays: 11 paid holidays.
PTO Sell Back program: Employees are eligible to sell PTO time back to the City, a maximum of 2 times per fiscal year for a total of 160 hours. Employees can only sell back as much PTO time as they have actually used in the previous 12 months. Employees covered by a CBA may sell time a maximum established by their written bargaining agreement.
Computer Purchase: The City will finance the employee's purchase of an approved computer system up to $1,000.00. Total of loan divided by 39 payroll deductions.
Fitness Programs: The City will pay 50% payment of the monthly fee for the employee and spouse for one fitness center each. Participating centers are: Not the Norm Crossfit, Planet Fitness, Anytime Fitness, and Infinity Fitness.
Safety Shoes: The City will pay up to $150.00 per year for the cost of one pair of approved safety shoes/boots for those positions requiring safety shoes/boots.
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