ADMINISTRATIVE ASSISTANT/Public Services
City of Lake WalesGENERAL PURPOSE Assists the public services director in the administration of the public services department. Performs a variety of routine and complex clerical, secretarial and administrative work in keeping official records, providing administrative support to the public works staff, and assisting in the administration of standard operating policies and procedures. SUPERVISION RECEIVED Works under the general supervision of the public services director and regularly exercise discretion and independent judgment in the day-to-day operations of the public services administration department. SUPERVISION EXERCISED None. ESSENTIAL DUTIES AND RESPONSIBILITIES Assists in the assigned operations to achieve goals within available resources. Assists in the development of short and long range plans; gathers, interprets, and prepares data for studies, reports and recommendations; coordinates activities with other departments and agencies as needed. Assists in the procurement of department materials and supplies. Maintains inventories of office supplies and materials. Prepares requisitions or review requisitions prepared by divisions for completeness, assigns appropriate expenditure codes, maintains record of departmental asset acquisition and coordinates with city clerk and risk management for addition of asset to official city records and insurance policies. Maintains departmental personnel records. Assists director in a confidential manner in performing duties relating to labor relations. Attends departmental staff meetings and maintains record of such meetings. Composes, edits and types a variety of correspondence, reports, memorandums, and other material requiring judgment as to content, accuracy, and completeness. Acts as custodian of departmental documents and records. Establishes and maintains filing systems, control records and indexes using independent judgment. Prepares records such as notices, minutes, and resolutions. Coordinates the office operations of the department. Develops and maintains office forms and procedures. Performs routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, and bookkeeping. Receives the public and answers questions; responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons. Plans conferences and training sessions. Coordinates travel plans for staff and assists in completion of travel expense reports. Operates radios as needed and assists in radio communications; operates base radio as required. Operates listed office machines as required. Receives, stamps and distributes incoming mail, processes outgoing mail. Schedules appointments, and performs other administrative and clerical duties. PERIPHERAL DUTIES Serves as a member of oral interview panels for employee selection. Assists in the city manager's office or other departments as needed. Operates a vehicle to run errands Other duties as required. DESIRED MINIMUM QUALIFICATIONS Education and Experience: (A) Graduation from High School or GED equivalent or (B) Any equivalent combination of education and experience. Necessary Knowledge, Skills and Abilities: (A) Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures; some knowledge of accounting principles and practices. (B) Skilled in the operation of tools and equipment; (C) Ability to effectively meet and deal with the public; ability to develop a working relationships with employees, supervisors, other departments, officials and the public; Ability to communicate effectively verbally and in writing, ability to handle stressful situations. TOOLS AND EQUIPMENT USED Phone switchboard; mainframe computer terminal; personal computer, including word processing, spreadsheet and data base software; copy machine; fax mainframe; base radio; calculator. PHYSICAL DEMANDS The physical demands described here are representative of thos…