Administrative Assistant
Palm Bay, FL Palm Bay, FL Full-time Full-time Estimated:
$34.
5K - $43.
6K a year Estimated:
$34.
5K - $43.
6K a year 2 days ago 2 days ago 2 days ago MINIMUM TRAINING & EXPERIENCE An Associate degree from an accredited college in business administration, accounting or related field plus two (2) years of experience in administrative work, preferably governmental administration; or a High School Diploma or GED plus six (6) years of experience as defined above.
Must have knowledge of computerized accounting applications and spreadsheets.
Proficient in the use of Microsoft Office Suite.
Familiarity with automated purchasing system (HTE) and accounting systems preferred.
Must possess and maintain a valid Florida's Driver's License and have an acceptable, safe driving record.
EMERGENCY DECLARATION STATUS Code 2:
Non-essential employees will not be required to work during a declared emergency but may be required to work during an undeclared emergency or in the aftermath of an event associated with a declared emergency.
On an incident by incident basis, the employee's Department Head will make the determination when the employee will be required to work.
GENERAL STATEMENT OF JOB Under minimal supervision, performs supervisory and administrative duties in assigned Department.
Work may involve contracts management, purchasing, accounting, budget preparation, file management, grants administration, project management, general administration, public relations and employee supervision.
Work involves the use of computer applications such as Microsoft Word, Excel, Access, Project and Power Point.
Some independent judgment and initiative are required in performing assigned duties.
Reports to assigned Supervisor.
SPECIFIC DUTIES & RESPONSIBLITIES ESSENTIAL JOB FUNCTIONS Essential functions are based on city-wide duties and responsibilities.
May perform all of some of the essential functions, depending upon work assignment and Department.
Develops and implements procedures for contracts management, revenue generating programs, and grants management, including monitoring, reconciling, reporting and invoicing.
Assists in development of the budget.
Prepares all forms and documentation necessary in the budget process and ensures such tasks are completed within assigned deadlines.
Monitors and reports revenue and expenditures.
Assists in project management.
Monitors and reports project revenues and expenditures.
Develops and implements data bases for project management.
Develops and implements file management systems.
Assigns general ledger account numbers to incoming revenues and prepares journal entries.
Maintains administrative aspects of capital improvement projects, including but not limited to purchase orders, charge backs and grant requirements.
Coordinates among divisions of assigned Department regarding invoicing, purchasing, budgeting and project management.
Streamlines procedures where applicable to reduce duplication and improve coordination.
Prepares contract documents, bid documents, grant agreements, interlocal agreements and other documents.
Prepares and/or compiles requests for proposals and other documents as required.
Responds to inquiries from the public, other agencies, City staff and others.
May supervise clerical and administrative staff.
Maintains effective workflow for subordinate staff and provides opportunities for cross-training.
Responsible for quality control and quality assurance relative to administrative and clerical functions.
Maintains supplies and equipment inventory in a cost-effective manner.
Performs/supervises some purchasing functions for the department and divisions.
Manages supervisor(s) schedule.
Uses computer applications extensively such as Microsoft Word, Excel, Access, Power Point and Project.
Develops spreadsheets, data bases etc.
to streamline work efforts.
Researches or assists in researching technical or administrative topics and prepares reports.
ADDITIONAL JOB FUNCTIONS Performs other related work as required.
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 that are a logical assignment to the position.
This position is General Non-Exempt and is covered under Personnel Policies and the Administrative Code.
Health Insurance:
Health care plan options include HDHP, OAPIN and OAP through Cigna.
Dental Insurance:
Dental coverage is offered in three plans that include DHMO & PPO High/Low plans.
Vision Insurance:
Vision coverage includes an annual eye exam, frames and lenses or contact lenses in lieu of eyeglasses.
Life Insurance:
The City of Palm Bay provides each employee with life insurance in the amount of one time their annual base salary at no cost.
Additional coverage is available at the employee's cost up to the Guaranteed Issue amount of $250,000.
Dependent/Spouse Life Insurance:
The City of Palm Bay provides each employee with dependent/spouse life insurance in the amount of $5,000 per dependent at no cost.
Additional coverage is available at the employee's cost.
Short Term Disability:
Coverage pays 66 2/3% of employee's annual base salary during a short-term disability period not to exceed 26 weeks.
Long Term Disability:
Coverage pays 66 2/3% of employee's salary at time of disability after a 180 consecutive day waiting period.
Defined Contribution Retirement Plan:
City contributes a base of 3%.
Employees may contribute up to 6% and the City will match the employees contribution.
Holidays:
10 holidays and 1 birthday holiday.
Paid Leave:
Accrue 96 hours of vacation and sick leave per year.
Accrued vacation hours increase after 10 years of service.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
$34.
5K - $43.
6K a year Estimated:
$34.
5K - $43.
6K a year 2 days ago 2 days ago 2 days ago MINIMUM TRAINING & EXPERIENCE An Associate degree from an accredited college in business administration, accounting or related field plus two (2) years of experience in administrative work, preferably governmental administration; or a High School Diploma or GED plus six (6) years of experience as defined above.
Must have knowledge of computerized accounting applications and spreadsheets.
Proficient in the use of Microsoft Office Suite.
Familiarity with automated purchasing system (HTE) and accounting systems preferred.
Must possess and maintain a valid Florida's Driver's License and have an acceptable, safe driving record.
EMERGENCY DECLARATION STATUS Code 2:
Non-essential employees will not be required to work during a declared emergency but may be required to work during an undeclared emergency or in the aftermath of an event associated with a declared emergency.
On an incident by incident basis, the employee's Department Head will make the determination when the employee will be required to work.
GENERAL STATEMENT OF JOB Under minimal supervision, performs supervisory and administrative duties in assigned Department.
Work may involve contracts management, purchasing, accounting, budget preparation, file management, grants administration, project management, general administration, public relations and employee supervision.
Work involves the use of computer applications such as Microsoft Word, Excel, Access, Project and Power Point.
Some independent judgment and initiative are required in performing assigned duties.
Reports to assigned Supervisor.
SPECIFIC DUTIES & RESPONSIBLITIES ESSENTIAL JOB FUNCTIONS Essential functions are based on city-wide duties and responsibilities.
May perform all of some of the essential functions, depending upon work assignment and Department.
Develops and implements procedures for contracts management, revenue generating programs, and grants management, including monitoring, reconciling, reporting and invoicing.
Assists in development of the budget.
Prepares all forms and documentation necessary in the budget process and ensures such tasks are completed within assigned deadlines.
Monitors and reports revenue and expenditures.
Assists in project management.
Monitors and reports project revenues and expenditures.
Develops and implements data bases for project management.
Develops and implements file management systems.
Assigns general ledger account numbers to incoming revenues and prepares journal entries.
Maintains administrative aspects of capital improvement projects, including but not limited to purchase orders, charge backs and grant requirements.
Coordinates among divisions of assigned Department regarding invoicing, purchasing, budgeting and project management.
Streamlines procedures where applicable to reduce duplication and improve coordination.
Prepares contract documents, bid documents, grant agreements, interlocal agreements and other documents.
Prepares and/or compiles requests for proposals and other documents as required.
Responds to inquiries from the public, other agencies, City staff and others.
May supervise clerical and administrative staff.
Maintains effective workflow for subordinate staff and provides opportunities for cross-training.
Responsible for quality control and quality assurance relative to administrative and clerical functions.
Maintains supplies and equipment inventory in a cost-effective manner.
Performs/supervises some purchasing functions for the department and divisions.
Manages supervisor(s) schedule.
Uses computer applications extensively such as Microsoft Word, Excel, Access, Power Point and Project.
Develops spreadsheets, data bases etc.
to streamline work efforts.
Researches or assists in researching technical or administrative topics and prepares reports.
ADDITIONAL JOB FUNCTIONS Performs other related work as required.
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 that are a logical assignment to the position.
This position is General Non-Exempt and is covered under Personnel Policies and the Administrative Code.
Health Insurance:
Health care plan options include HDHP, OAPIN and OAP through Cigna.
Dental Insurance:
Dental coverage is offered in three plans that include DHMO & PPO High/Low plans.
Vision Insurance:
Vision coverage includes an annual eye exam, frames and lenses or contact lenses in lieu of eyeglasses.
Life Insurance:
The City of Palm Bay provides each employee with life insurance in the amount of one time their annual base salary at no cost.
Additional coverage is available at the employee's cost up to the Guaranteed Issue amount of $250,000.
Dependent/Spouse Life Insurance:
The City of Palm Bay provides each employee with dependent/spouse life insurance in the amount of $5,000 per dependent at no cost.
Additional coverage is available at the employee's cost.
Short Term Disability:
Coverage pays 66 2/3% of employee's annual base salary during a short-term disability period not to exceed 26 weeks.
Long Term Disability:
Coverage pays 66 2/3% of employee's salary at time of disability after a 180 consecutive day waiting period.
Defined Contribution Retirement Plan:
City contributes a base of 3%.
Employees may contribute up to 6% and the City will match the employees contribution.
Holidays:
10 holidays and 1 birthday holiday.
Paid Leave:
Accrue 96 hours of vacation and sick leave per year.
Accrued vacation hours increase after 10 years of service.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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