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SalaryUnder general supervision, performs a wide variety of paraprofessional administrative/secretarial duties of a confidential nature for a Department Director; ensures flow of accurate information in a timely efficient manner; and performs related duties as assigned.
DUTIES AND RESPONSIBILITIES:
1. Performs a wide variety of paraprofessional administrative, secretarial and confidential functions and duties supporting a department director.
2. Manages and monitors the department director’s calendar, schedules and coordinates appointments, makes travel arrangements, and completes travel reimbursement documentation; coordinates and schedules of department meeting calendars.
3. Performs payroll functions such as preparing status change forms, maintaining timekeeping information, and processing and submitting information to the Finance Department.
4. Orders supplies, process purchase requisitions, monitors budget for the department, reconciles invoices and submits for payments to the Finance Department.
5. Composes, edits, and prepares correspondence, reports, and other departmental documents.
6. Designs and maintains specialized filing systems, document or library collections; coordinate special projects or committees as directed by the department director.
7. Respond to telephone or in-person inquiries; greets the general public and city officials, answers various inquiries personally; provides information on department services and functions.
8. Preforms research, collection and compilation of data or information for report, agendas, plans and other documents as required.
9. Acts as liaison between the department director and the general public.
10. May prepare and distribute outgoing electronic mail and correspondence on behalf of the department director, as authorized.
11. May serve as representative and liaison for the department director by disseminating directives, instructions, assignments and following up on the status of time sensitive items with the department.
12. May take minutes, record, and report meetings or proceeding for the department director.
13. Performs other related duties as assigned.
$24.96 - Pay grade 52
Excellent Benefits!
Qualifications
Associate’s degree from an accredited college or university with a major course work in business or public administration or related field and five (5) years of administrative support experience, or any equivalent combination of training and experience required.
A valid Florida driver’s license is required. For application purposes, a valid driver’s license from any state (equivalent to a State of Florida Class E) may be utilized; with the ability to obtain the State of Florida driver’s license within thirty (30) days from date of employment.
- a public education institution in the State of Florida or any State or Territory of the United States; or
- an institution accredited by an accrediting organization that is recognized by the Florida Department of Education or the U.S. Department of Education; or
- an institution that is accredited by an organization that is recognized by the Council for Higher Education Accreditation (CHEA).
- an institution whose degree or certification is accepted by institutions identified in either a), b), or c), above, for the purpose of admission to institutions identified in either a), b), or c) above.
Additional Details
The selection process for this position may consist of any, all or a combination of the following tests: evaluation of training and experience, written examination, structured oral interview or other assessment method.
State of Emergency: When normal operations of City departments are suspended or interrupted due to a declaration by the Mayor that a state of emergency exists, all employees will be deemed critical by the City. For the preparation and/or continuation of emergency operations or for special work detail, employees deemed necessary shall be required to work. Employees deemed critical by the City but not needed for the initial preparation and/or continuation of emergency operations or for special work detail may be directed not to report to work, and given paid administrative leave or they may be reassigned to another location that best meet the needs of the City.
How To Apply
If you are interested in applying for this position you may apply online by selecting the Apply Now button at the end of the job posting. Applications must be received in Human Resources by the closing date.
The City of West Palm Beach is an equal employment opportunity employer. The City values the service of veterans to our country, supports recruitment of veterans and veterans' preference will be given in accordance with Chapter 295 of the Florida Statutes for those who met the minimum requirements of the position. Background investigation, physical, and drug and alcohol screening is required as condition of employment
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