ADMINISTRATIVE ASSISTANT I at City of Palatka – Palatka, Florida

Position Summary

Under the direction of the Operations Manager coordinates and performs a variety of skilled administrative functions; answers, screens and directs incoming calls to appropriate departments; opens, dispatches and closes out work orders; provides administrative support to personnel; updates and maintains records and files; orders supplies and uniforms; responds to inquiries and complaints; and performs other related duties as assigned.

Essential Duties and Responsibilities:

• Answers, screens, and directs incoming calls to appropriate departments and/or individuals; documents and distributes telephone messages.
• Greets and assists office visitors; directs visitors to other City departments as required.
• Reviews and verifies work activity as well as time and attendance records; computes and prepares payroll; sorts and distributes paychecks.
• Posts and maintains time, attendance, sick and annual leave records.
• Keeps records of supply usage.
• Serves as a primary point of contact for departmental employees and the public.
• Responds to various types of inquiries and/or complaints; provides information regarding departmental operations, services, programs, projects, and policies.
• Prepares, processes, and prioritizes work and/or work orders received from the public and other City departments.
• Provides administrative support and assistance to the department leaders, supervisors, and/or other employees as required.
• Schedules and coordinates meetings, appointments, and/or other functions; organizes reservations for training workshops; updates and maintains departmental calendars.
• Updates and maintains departmental records, filing systems, and databases,
• May assist with site selection for City events and related payment.
• Maintains a variety of historical records in an electronic database.
• Performs light janitorial services at administrative office.
• Performs other related duties as assigned or required.

Knowledge, Skills and Abilities:

• Ability to use Microsoft Office Suite.
• Knowledge of principles and practices of office administration.
• Knowledge of records management principles and standards.
• Ability to use general office equipment and standard computer software applications.
• Ability to coordinate and perform a variety of skilled administrative functions.
• Ability to compile data and prepare correspondence, reports, and other documentation.
• Ability to establish and maintain cooperative working relationships with other staff, City departments, outside agencies, community organizations, vendors, and the general public.

Education and/or Experience:

• High School Diploma and two years administrative support experience; or an equivalent combination of education and experience.
• Possession of a valid State of Florida driver’s license.

Environment &Physical Requirements

• Work is performed in a standard office environment.
• Subject to sitting, standing, walking, bending, reaching, and lifting of objects up to 25 pounds.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel in this position.

An individual must be able to perform the essential functions of the job with or without reasonable accommodation. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.