City of Riviera Beach
Administrative Assistant II New
HUMAN RESOURCES & RISK MANAGEMENT
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Duties
The job duties/responsibilities listed below are those that an employee must be able to perform, with or without reasonable accommodation. The list of duties is intended to be representative of the tasks performed within this classification. The omission of a duty does not preclude management from assigning essential duties not listed herein if such duties relate to the position. Management may modify this description as the needs and requirements of the position change. •Maintains departmental records and files, including scanning, organizing, retrieving, and archiving documents in accordance with established records retention requirements. •Prepares, processes, and monitors purchasing requisitions, purchase orders, invoices, and other financial documentation. •Reviews and reconciles invoices and forwards documentation to the appropriate City department for processing. •Coordinates meetings, prepares and distributes agendas, records and transcribes meeting minutes, and prepares reports of proceedings. •Provides customer service by responding to telephone calls, emails, and in-person inquiries; provides general information regarding departmental services and directs inquiries to appropriate personnel. •Assists with departmental payroll functions, including maintaining timekeeping information and preparing payroll documentation for submission to the Finance Department. •Prepares monthly operational reports, reconciliation reports, reimbursement requests, and other administrative reports as required. •Requisitions office supplies and equipment and maintains related records. •Assists with preparation of departmental budgets and reviews operating reports for accuracy and compliance with established policies and procedures. •Provides administrative assistance with scheduling appointments, coordinating departmental meetings, and maintaining calendars. •Prepares, types, formats, proofreads, and distributes correspondence, memoranda, reports, and other departmental documents. •Perform all related duties as assigned.
Minimums
High school diploma or GED (Education will be verified) and three (3) years of secretarial or administrative experience, or any equivalent combination of training and experience.
How to apply
•Knowledge of standard office practices, procedures, equipment, and clerical techniques; general knowledge of business English, spelling, and arithmetic. •Knowledge of records administration and maintenance techniques and procedures. •Knowledge of common software applications such as Microsoft Office suite. •Skill in using general office equipment (e.g. computer, telephone, printer, copier, etc.) •Skill in editing documents for correct grammar. •Skill in completing assignments accurately with attention to detail. •Ability to prepare written reports, correspondence, and meeting minutes. •Ability to maintain administrative and fiscal records, prepare reports, purchase orders. •Ability to maintain confidentiality of departmental information and records. •Ability to communicate, understand and carry out moderately complex oral and written instructions. •Ability to establish and maintain effective working relationships with City officials, employees, and the general public
Admin / Business / Executive Support / Mid