JOB SUMMARYThis position performs skilled clerical and responsible administrative work in a wide variety of functions in support of the assigned department; does related work as required. Work is performed under the regular supervision of a department director or other department supervisor. Supervision may be exercised over subordinate clerical personnel. Work may be specialized according to the assigned department.
PHYSICAL DEMANDSThe work is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects. The work requires mental acuity including the ability to make rational decisions through sound logic and deductive processes. Additionally, the following physical abilities are required:
- Hearing: Required to perceive information at normal spoken word levels.
- Manual Dexterity: Picking, pinching, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
- Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
- Vocal Communication: Required for expressing or exchanging ideas by means of the spoken word.
- Visual Acuity: Required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities.
WORK ENVIRONMENTThe worker is not subject to adverse environmental conditions.
- Acts as a department liaison with employees, contractors, and the public.
- Deals with confidential and sensitive issues requiring a degree of discretion and tact.
- Oversees office operations.
- Answers telephone, responds to inquiries, ascertains nature of business, and directs to the appropriate authority for disposition.
- Greets public and assists public with service requests and complaints.
- Coordinates complaint resolution with various departments, prepares response, follows up to ensure resolution of complaints, and keeps supervisor advised of status.
- Schedules appointments and maintains appointment books and calendars.
- Reads and routes incoming mail and assembles files and other materials to facilitate response by supervisor.
- Prepares correspondence from verbal instructions, marginal notes, or dictation.
- Types personnel, financial, and other City business documents and reports, and maintains files.
- Maintains complex and confidential records and files.
- Prepares agendas, attends meetings, and transcribes minutes as assigned.
- Prepares technical monthly, quarterly, and annual reports.
- Collects and prepares data for records, reports, and surveys.
- Reviews a variety of data for accuracy, completeness, and conformance to established standards and policies.
- Enters a variety of operating and accounting data into computer system.
- Assists with budgetary and procurement matters.
- Maintains and prepares payroll records.
- Coordinates department personnel scheduling.
- Operates standard office, personal computer, and related equipment.
- Operates radio dispatching and follows up on status about service to customers, as assigned.
- Performs related tasks as required.
OTHER INFORMATION
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.
The job description does not constitute an employment agreement between the City of Jacksonville Beach and the employee and is subject to change by the City as the needs of the City and requirements of the job change.
Education and Experience:A high school diploma or equivalent, supplemented by courses in computer applications, business administration, or accounting, and three years of experience in office work and using Microsoft Office applications.
Knowledge, Skills and Abilities: - Thorough knowledge of standard office practices, procedures, equipment, and office assistance techniques.
- Thorough knowledge of business English, spelling, grammar, composition, and math.
- Thorough knowledge of the organization and functions of the City.
- Skill in the use of a personal computer.
- Ability to maintain office records and to prepare accurate reports from file sources.
- Ability to perform and organize work independently.
- Ability to type and transcribe dictation accurately and at a reasonable rate of speed.
- Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor.
- Ability to establish and maintain effective working relationships with City officials, associates, and the general public.
- Ability to work effectively with others as part of a specially assigned team or in conjunction with a work group.
Our employees uphold and promote the mission, vision and core values of the City of Jacksonville Beach. To be successful, an individual must be able to perform the essential functions of the job and demonstrate a strong desire to be a part of our EPIC Team:
- Empowerment – Enabling employees to achieve work-life balance & professional growth and success
- Pride – A small coastal city dedicated to displaying a big heart through our commitment to the community
- Integrity – We hold ourselves, individually and collectively, accountable to our community and our organization
- Communication – Open & honest dialogue with our community and throughout our organization
- Teamwork– Working together with our community to achieve common organizational goals