Administrative Assistant

City of Belleair Beach, Florida Job Description
Administrative Assistant
Reports to Executive Assistant
Non-Exempt
Job Summary
The Administrative Assistant performs highly responsible secretarial, administrative, and customer support services, requiring tact, composure, flexibility, independent judgment, and communication skills.
Essential Functions
1. Answers all telephone calls to main line during office hours; provides front counter assistance, including accepting applications providing information, or accepting payments; respond to and resolve complaints and requests for information on policies, procedures, systems, and precedents relating to assigned responsibilities.
2. Responds to the public representing the City in releasing information pertaining to departmental procedures, policies, and actions taken by the Council; refers questions to appropriate City officials.
3. Collects and organizes required documents and payment for various permits.
4. Under the direction of the Executive Assistant, serves as Administrative Assistant to City officials and assists them in carrying to completion secretarial and clerical activities.
5. Processes payments for parking decals, citations, rentals, merchandise, and other City services through cash register and computer.
6. Assists in the filing and tracking of code enforcement cases.
7. Issues evacuation reentry passes to residents and assists in emergency evacuation preparations of safeguarding City records and equipment.
8. Maintains detailed and accurate records; provides, creates, and submits reports as required.
9. Uses common office-related software to perform basic word processing, database maintenance, spreadsheet, and report-generation tasks.
10. Operates a variety of office equipment including copiers, facsimile machine, and computer; input and retrieve data and text; organizes and maintains disk storage and filing.
11. Performs other related duties as assigned.
The above-listed functions are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities and duties required of those in this classification.

Qualifications
• High school diploma or GED or equivalent
• One (1) year or more previous experience and/or training involving secretarial and administrative services; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
• Valid Florida Driver's License
• Ability to apply public relations and customer service skills.
• Communications skills to research and analyze information.
• Ability to maintain effective working relationship with department heads, Council members and the public.
• Detail orientated with above average organizational skills.
• Ability to work under pressure with short deadlines.
• Word processing skills (40+ words per minute).
• General computer application knowledge and experience.

Physical Environment
• Works primarily inside an office.
• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift office related equipment and supplies weighing 5-20 lbs.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.