Administrative Assistant- Grants

Description
The City of Fort Myers strives to be an employer of choice and most of our employees turn jobs into long term careers. The salary shown in the job description is the full range for this position from entry to later career.

NEW EMPLOYEES ARE HIRED AT, OR NEAR THE ENTRY POINT SHOWN, DEPENDING ON QUALIFICATIONS AND RELEVANT EXPERIENCE.

FLSA Status: Non-Exempt Safety Sensitive: NO Level II Background: NO

Under the general direction of the designated supervisor, the incumbent is responsible for providing an advanced level of administrative/clerical support for the City's various divisions and departments using technical, organizational, analytical and clerical skills. The incumbent is required to perform some assignments independently. This job has no supervisory responsibilities.

Responsibilities and Reporting During an Emergency Situation

Essential Employees may be required to work during a declared emergency. Depending on the nature of the emergency, this may require working around the clock for several days on short notice.

Non Essential Employees will not be required to work during a declared emergency. The employee's Department Head will determine when the employee will be required to work.

Perks and Benefits

• Free city-paid employee health coverage, additional for spouse or family
• 3 weeks Paid Time Off (sick & vacation)
• 13 paid holidays
• Pension plan & optional Deferred Compensation
• City-paid life insurance
• Optional Vision, Dental, and Disability Insurance
• Tuition reimbursement
• On-site Gym facility
• And much more

Duties/Responsibilities

• Perform all daily clerical functions, including telephone and receptionist duties, transcribe and produce minutes.
• Responsible for resolving problems with customers while providing outstanding customer service.
• Compose, type, and distribute correspondence as required; organize and maintain filing system.
• Schedule meetings, including contacting meeting participants to insure attendance.
• Prepare and have summary packets available (including agenda, minutes, etc.) regarding projects and meetings.
• Assist with creation of daily schedules for other members of the department.
• Prepare department specific reports; and maintain department databases.
• May participate in preparation of the City's annual budget including data entry, data collections and report preparation.
• Participate in creating grant payroll reports, including tracking and entering leave/sick/vacation time, handling time sheets, and generating overtime reports.
• May handle incoming and outgoing mail.
• Research, review and analyze data for special projects as assigned by the department.
• Responsible for data entry, opening, closing and generating reports using work order program(s).
• Create and manipulate PowerPoint slideshows, Excel spreadsheets, and Microsoft Word documents.
• Assist with department procurement; maintaining operational efficiency of the scanner and network printer; and processing employee timesheets and payroll.
• Serve as a liaison between senior management, customers, co-workers, and vendors to streamline the flow of information.
• Receives invoice payments and files them appropriately.
• This position requires regular and reliable attendance and the employee's attendance and the employee's physical presence at the workplace
• Performs other duties as assigned.
• Prepare monthly and quarterly grant financial reporting
• Assist with monitoring grant programs and scheduling grant team meetings as needed

Knowledge, Skills And Abilities

• Proficient in the use of word processing, spreadsheet, database and presentation software.
• Ability to operate necessary equipment, including computer, printer, copier, facsimile machine, scanner, and calculator.
• Financial management and accepted accounting principles and procedures.
• Report and record maintenance principles and techniques.
• Filing principles and methods.
• Processing numbers and figures with a high degree of accuracy.
• Business English and the application of such to a variety of formats, styles, and editing principles and techniques.
• Purchasing methods and procedures.

Minimum Requirements

• High School or GED.
• Three (3) years of experience in accounts payable, finance, bookkeeping, and/or creating/maintaining budgets; or experience, and/or training that provides the required knowledge, skills, and abilities.
• Experience in administering financial grants

Preferred Qualifications

• Associates Degree from an accredited college or university in Finance, Business Administration preferred.
• Municipal government accounting experience.
• Knowledge of City-wide administrative regulations, applicable City-wide departmental policies, Personnel Ordinance, and Collective Bargaining Agreements as required to complete tasks and assignments.
• Experience with Oracle Cloud and/or public sector software is strongly preferred.

Physical Demands and Working Conditions

• Pushing - use upper extremities to press against objects with force, or thrust forward, downward, outward.
• Reaching - extending hands or arms in any direction.
• Climbing - ascending, descending ladders, stairs, ramps, requires body agility.
• Crawling - moving about on hands, knees, or hands, feet.
• Crouching - bending body forward by bending leg, spine.
• Feeling - perceiving attributes of objects by touch with skin, fingertips.
• Fingering - picking, pinching, typing, working with fingers rather than hand.
• Grasping - applying pressure to object with fingers, palm.
• Handling - picking, holding, or working with whole hand.
• Hearing 1 - perceiving sounds at normal speaking levels, receive information.
• Standing - for sustained periods of time.
• Stooping - bending body downward, forward at waist, with full motion of lower extremities and back.
• Talking 1- expressing ideas by spoken word
• Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.
• Kneeling - bending legs at knee to come to rest at knees.
• Lifting - raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
• Mental Acuity - ability to make rational decisions through sound logic, deductive reasoning.
• Visual Acuity 3 - determine accuracy, neatness, observe facilities/structures.
• Pulling - use upper extremities to exert force, haul or tug.
• Walking - on foot to accomplish tasks, long distances, or site to site.

Work performed is primarily

• Sedentary work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

WORK ENVIRONMENT

Works in an office environment and sits for long periods of time.

• May be required to work hours other than the regular schedule including nights, weekends, and holidays.

Contact with internal and external customers, vendors, outside agencies and the general public.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions described herein. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.