Administrative Assistant - Utility Engineering- Utility Systems Department

Utility Systems Department Administrative Assistant

The City of Port St. Lucie is an equal opportunity employer. This position requires the applicant to successfully pass a drug screening. Please note that this is an external job posting intended for non-city employees. If you are a current city employee applying through this posting, your application will not be reviewed with other internal candidates. In order to be considered with internal candidates, please apply on the internal posting by clicking HERE.

This position is essential and is required to report to duty before, during, and immediately after a civil emergency. Provides varied, complex, responsible office administrative support for utility operations and utility executive management. Responsibilities require the frequent use of tact, creativity, discretion, initiative, and independent judgment, requiring general knowledge of the policies and procedures of the organization. Coordinates payroll / timekeeping, travel, compiling, maintaining, and verifying diverse records and accounts. Facilitates the development of public trust and confidence in the City and its Utility.

Essential Duties

The following duties are illustrative for this position. The omission of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Keeps the mission, vision and values of the City of Port St. Lucie at the forefront of decision making and action; builds strategic and collaborative relationships and interacts with others in a way that builds confidence and trust; provides excellent customer service by taking action to accomplish objectives, maintains high levels of work and productivity by generating innovative solutions to work situations.
• Performs duties of a staff assistant nature and participates directly in the work of the individual(s) supported. Secures details of specialized information, coordinating office work, and providing information regarding the services and operation of the unit. Drafts communications on behalf of Utility executive management, as assigned.
• Manages appointment calendars and schedules appointments using Outlook. Disseminates information to callers requiring judgment, knowledge, and interpretation of utility operations.
• Transcribes notes and minutes for conferences, meetings, functions, etc. as required.
• Sets up and maintains specialized office files, both electronic and paper. Make copies and files letters, reports, and related technical information in the prescribed manner, electronically and physically. Retrieves data for reports and assembles information for others' use. Opens, prioritizes, and processes postal mail and e-mail.
• Composes and types a variety of electronic and paper documents including correspondence, reports, forms, exhibits, maps, technical specifications, minutes of meetings, financial statements, memoranda, lists, schedules, manuals, booklets, newsletters, requisitions, purchase orders, and other written materials or documentation utilizing Microsoft Office and PDF creation / editing software. Creates PowerPoint presentations, Excel spreadsheets, and graphs. Creates PDF forms and dynamic PDF stamps.
• Performs research and retrieval of records including Public Records Requests. Records documents with the County Clerk electronically. Conducts statistical comparisons of information. Frequently use critical observation and problem-solving skills. Assists in the preparation and maintenance of department records.
• Coordinates vehicle maintenance, performs fixed asset tracking, and is the administrator for the Engineering division cloud storage.
• Collects and distributes locate request tickets, enters inspection report data into project database, and prepares data for use in water or sewer service shutdowns.
• Reconciles invoices, Visa charges, travel vouchers and statements, and other required financial documentation.
• Orders and maintains office supplies and office equipment (excluding computers) and verifies that Visa charges are in compliance with procedures set forth in the City's purchasing policy.
• Tracks and monitors Fixed Assets.
• Maintains travel, training, and education registration, and required coursework reimbursements for the department.
• Prepares payroll and maintains records for functions relating to payroll / timekeeping including coordination, data entry, tracking FMLA calendars, and overtime / compensation and statistical reports.
• Monitors programs and systems. May assist with Onboarding process (Tours).
• Assists in budget preparation and monitoring.
• May occasionally provide back-up support as department receptionist or department courier functions. Serves as back up in the administration and coordination of the department's Fob issuance and related security issues; including the issuance of FMLA paperwork.
• Other duties as may be assigned.

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. EDUCATION AND / OR EXPERIENCE Graduation from an accredited high school or possession of an acceptable equivalency diploma is required. Graduation from an accredited college or university with an Associate's Degree in Office Management, Business Administration, or a related field is preferred. Microsoft Word, Excel, and Bluebeam Revu skills test will be given. Five (5) years of progressively responsible work experience involving staff assistance and advanced clerical support work required. Possession of a valid driver's license and maintenance of a clean driving record are required.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, talk, hear, and use hands to finger, handle, or feel. The employee is frequently required to walk and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, or crouch. The employee must frequently lift and / or move up to 10 pounds and occasionally lift and / or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Documentation Requirements

Please Read Carefully Applicants, including City of Port St Lucie employees, must upload and submit attached copies of their education credentials with the employment application. Please be sure to attach all required documents to your employment application each time you apply. Uploaded documents remain in your online profile, but they will not attach automatically, and you will be deemed ineligible without the proper documentation. ALL DOCUMENTS SUBMITTED MUST BE CLEAR, LEGIBLE, AND IN PROPER FORMAT. THE FOLLOWING DOCUMENT(S) ARE REQUIRED AT THE TIME OF APPLICATION AND ARE ACCEPTABLE FORMS OF PROOF :