Administrative Assistant (Fleet)

Administrative Support

The purpose of this position is to provide administrative support to the assigned office. This class works under close to general supervision according to set procedures but determines how or when to complete tasks.

The essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

The essential functions include :

• Answers and directs all incoming calls and welcomes all individuals who enter the office. Informs, advises, records, processes, and follows up on all customer requests / complaints efficiently and expeditiously that are received by telephone, mail, email, or agencies, City employees, and or clients.
• Composes, types, and edits general correspondence, forms, reports, memos, handbooks, notifications, and other data utilizing Microsoft Office Products (excel, word, PowerPoint); revises and develops formats for forms and reports. Reviews typing for clarity and accuracy.
• Determines need of office supplies, equipment, and materials. Replaces or purchases new office supplies and equipment as needed.
• Logs purchase orders and updates on an ongoing basis.
• Maintains department contracts, including logging, filing, and tracking.
• Receives, stamps in, and / or distributes incoming correspondence and deliveries, handles outgoing mail, distributes in-house memos and supplies. Processes and stamps outgoing mail.
• Establishes and maintains a comprehensive filing system; maintains and updates office manuals; maintains records.
• Compiles and prepares detailed vehicle or other specialized reports from general instructions; may be required to tabulate totals and verify figures.
• Processes vouchers for incoming invoices and submits to Accounts Payable as required. Reviews invoices for accuracy.
• Operates word processor, computer terminal, and other office equipment.
• Assists personnel with operating office equipment such as personal computers, printers, copying machines, etc.
• Maintains time and attendance records and prepares payroll for supervisors signature.
• Maintains Fleet Management Information Systems and Fuel Management Systems.
• Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

The minimum education and experience requirements are :

Knowledge of general office functions, procedures, and equipment including filing and basic accounting. Knowledge of English, spelling, and basic mathematics. Knowledge of general office procedures. Knowledge of word processing and spreadsheet related software. Skill in typing, word processing, data entry, and in the operation of standard office equipment. Ability to handle multiple tasks and work well under pressure. Ability to communicate and deal effectively with the public and other City employees. Ability to use a telephone. Ability to acquire basic knowledge of a specialized area depending upon assignment.

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement. Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

None.

Monday Friday 7am- 3 : 30pm (May be required to work nights, weekends, and holidays to meet the business needs of the City.)

The City of Deerfield Beach is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

It is the responsibility of each employee to comply with established policies, procedures, and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses. Every manager / supervisor is responsible for enforcing all safety rules and regulations. In addition, they are responsible for ensuring that a safe work environment is maintained, safe work practices are followed, and employees are properly trained.

The City of Deerfield Beach values the service veterans and their family members have given to our country and supports the hiring of returning service members and military spouses.