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Job Description
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. 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.
JOB SUMMARY
This highly responsible position provides assistance to the Finance Department and the IT Department. Work includes a wide variety of clerical and administrative tasks, which require the application of independent judgment and the general knowledge of laws, regulations, and policies of the City.
ESSENTIAL JOB FUNCTIONS
Schedules meetings, screens incoming calls, and provides information to other employees and/or the public. Performs a variety of research, creates reports and databases. Studies, analyzes, evaluates, develops recommendations, identifies, and solves administrative problems. Composes and types routine correspondence, takes dictation, enters data, handles service requests, tracks information, and maintains records. May process purchase orders and invoices; tracks status of approval and payments. May register employees for approved training courses, enter per diem, and ensure accommodations are secured and payments are received. May assign case numbers to projects, assists with case distribution, and assist with correspondence and communication. May assist with inspection, inventory, and/or the calibration of equipment. May assist with training as needed. May assist with special events as needed. May provide courier service as necessary. Performs other related job duties as assigned.
QUALIFICATIONS AND KSA'S
Education and Experience:
High school diploma or equivalent; three (3) years of experience in clerical administration in a fast-paced office environment; or an equivalent combination of education and experience. Associate's degree preferred. Basic finance and/or IT experience preferred.
Special Qualifications:
Valid Florida Driver's License with acceptable driving record.
Knowledge, Skills, and Abilities:
Knowledge of the organization, operations of governing laws, and regulations of the City. Knowledge of modern business English, business practices, methods, procedures and equipment. Knowledge of grammar, punctuation, and spelling. Skill in typing, transcribing, proofreading, and general office administration. Skill in operation of a variety of modern office equipment such as, but not limited to, computers, copy machines, facsimiles, telephones, etc. Skill in effective communication both verbally and in writing. Skill in the use of computers and applicable software programs. Ability to establish and maintain effective working relationships with associates, City Staff members, and the general public. Ability to communicate clearly in English, both orally and in writing. Ability to utilize a computer and demonstrate proficiency in the use of various software programs, including Windows, Microsoft Office programs, various social media platforms, and the City's enterprise software. Ability to analyze facts, exercise judgment, and arrive at valid conclusions. Ability to understand and interpret complex oral and written instructions. Ability to maintain confidentiality when dealing with sensitive situations. Ability to express ideas clearly and concisely, orally and in writing. Ability to meet and communicate effectively with the public. Ability to express oneself clearly and concisely and with an even demeanor.
ADDITIONAL INFORMATION
The work is light work, which requires exerting up to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Requires standing or sitting for sustained periods of time; walking or moving from one work site to another; manual dexterity to pick, pinch, type, or otherwise work primarily with fingers; mental acuity including the ability to make rational decisions through sound logic and deductive processes; hearing to receive detailed information and to make the discrimination in sound; and the ability to express ideas by means of the spoken word and have close visual acuity. Additionally, the following physical abilities may be required:
Crouching:
Bending the body downward and forward by bending leg and spine.
Kneeling:
Bending legs at knee to come to a rest on knee or knees.
Lifting:
Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles
Reaching:
Extending hand(s) and arm(s) in any direction.
Repetitive Motion:
Substantial movements (motions) of the wrist, hands, and/or fingers. Work is typically performed in a secure and dynamic environment where the employee is exposed to change and responsive to changing goals, priorities, tasks, etc. This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add or remove duties and assign other duties as necessary. The City of West Melbourne has the right to revise this job description at any time. This job description does not constitute a written or implied contract of employment. The City is an onsite employer. While limited remote or flexible scheduling may occasionally be available at management's discretion, all positions are based at City facilities and may be adjusted to onsite schedules at any time. The City of West Melbourne is an Equal Opportunity Employer. The City of West Melbourne is committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex (including pregnancy, sexual orientation, gender identity, and transgender status), national origin, age, disability, genetic information, or any other status protected by applicable law. The City of West Melbourne is a Drug-Free Workplace. The City requires all applicants who are provided a conditional offer of employment to successfully complete pre-employment drug testing as a condition of hire. A positive test result or refusal to test will result in withdrawal of the employment offer. In compliance with the Americans with Disabilities Act, the City of West Melbourne will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
