Are you ready to make a significant impact as an Admin Assistant in the dynamic and vibrant City of Palm Bay? We are seeking a talented and dedicated individual to join our team and play a crucial role in supporting the administrative functions of our city. If you are a detail-oriented, organized, and enthusiastic professional, this is your opportunity to be a part of a progressive and forward-thinking local government. Join us in our mission to provide exceptional services to our community and help shape the future of Palm Bay!
CHARACTERISTICS OF THE CLASS: Under specific direction, performs skilled office and clerical work for a major function. Work requires a basic knowledge of the division or office operation and includes significant internal and external high-level contacts. Emphasis is placed upon dealing with highly political, confidential and diplomatic matters requiring extreme tact and poise. This class differs from Secretary in that confidentiality and the application of complex, technical or specialized subject matter is required and the consequence of error may result in considerable adverse impact to the County. May supervise clerical staff. This is mainly sedentary work.
EXAMPLES OF DUTIES: Relieves supervisor of administrative details by advising employees and the public on policy, procedures, rules and regulations and explaining, interpreting, and enforcing same. Prepares special reports; serves as liaison with County departments and divisions, professional groups, individuals and the public regarding matters pertaining to programs or operations of the division or office.
Establishes and maintains a comprehensive filing system including office correspondence, confidential documents, reports and other material; retrieves and summarizes information in files for supervisor. Serves as recording secretary at meetings, taking official minutes; furnishes detailed information concerning agenda items to officials; and prepares minutes in final form for distribution. Reviews incoming mail; determines which can be handled personally and forwards remainder to supervisor or appropriate staff members. Composes and signs replies to inquiries not requiring the supervisor's attention. Researches and attaches pertinent information to incoming mail. Receives incoming telephone calls and visitors; ascertains the identity of the caller and the nature of the call and personally handles the matter, refers caller to proper personnel or arranges an appointment with supervisor. Researches files and legal and technical documents to obtain selective data relevant to a specific question or problem. Keeps supervisor's calendar, establishes priorities at own discretion, and sets up and shifts appointments. Informs supervisor of upcoming appointments. Makes arrangements for travel, meetings, and conferences. Informs participants of topics to be discussed and may provide background information. Attends meetings or conferences to take notes or is briefed on meetings in order to know what commitments were made and what developments have occurred. Composes detailed or summary accounts of conferences or meetings. Types correspondence, minutes, forms, reports, presentations, agendas, new releases, budget transfers, tables, graphs, newspaper ads and confidential, legal, technical and/or statistical material from copy, rough draft, verbal instructions, dictation, transcribing machine or own knowledge. Ensures the security of the legal and confidential documents. Maintains confidentiality and processes all actions relative to staff personnel; such as, status changes, evaluations, and reprimand. Operates a computer, word processor, terminal, transcribing machine, copy machine, and calculator in performance of duties. Performs related work as required.
