Staff Assistant I

General Description

To provide administrative support to an assigned Department and Division; to respond to customer inquiries in a timely and efficient manner; and to perform a variety of recordkeeping functions and clerical duties relative to assigned area of responsibility. Work is performed under the direction of the Operations & Maintenance Manager.

Essential Job Functions

CORE JOB FUNCTIONS

• Plans, organizes, initiates and carries to completion various administrative duties, including preparation/distribution of correspondence, letters, memoranda, forms, reports, meeting agendas/minutes, etc.
• Maintains filing systems as required.
• Performs data entry of assigned work into appropriate computer systems/applications, including work orders, spreadsheets, databases, etc.
• Assists with preparation of training and travel arrangements.
• Assists with special projects as assigned.

• Serves as a customer service contact for the Department and Division; greets visitors, receives telephone calls, responds to customer inquiries and coordinates with appropriate staff or Department.
• Designs and assembles marketing and promotional baskets.
• Tracks and maintains inventory of promotional marketing items.
• Coordinates and processes purchase orders and invoices for equipment and supplies.
• Schedules meetings and maintains calendars; may coordinate special programs.

Knowledge/Skills/Abilities

• Knowledge of administrative principles and practices.
• Skilled in customer service, including ability to communicate effectively, both in person and in writing.
• Skilled in using computers for data entry.
• Ability to use computer software (Word, Excel, PowerPoint, etc.) and enter data accurately from a wide variety of source documents.
• Ability to compose and prepare correspondence and memoranda.
• Ability to maintain financial and statistical records, if required, and to prepare periodic reports from such records.
• Ability to plan, organize and use mature judgment in evaluating situations and making decisions in accordance with established policy.
• Ability to establish and maintain effective working relationships with employees and the public.

Education, Experience, Licenses and Certifications

Education and Experience:

• High School Diploma from an accredited high school or possession of an acceptable equivalency diploma is preferred.
• Three (3) years diversified office experience, use of Microsoft Office preferred.
• One (1) year experience in customer service and public contact work.

Sick Leave and Vacation Leave

Part time employees accrue hours based on the average number of regular hours worked per year.
ICMA-RC - Deferred Compensation Plans

The City offers eligible employees the opportunity to enroll in a deferred retirement plan. The money that is deducted from your paycheck each payroll is put into this account and is tax deferred at the end of the year. One-on-one meetings with each company are held quarterly so employees can speak with the representative confidentially on preparing for their retirement. This is a voluntary program.
Florida Retirement System – FRS

Eligible employees are enrolled in the Florida Retirement System with an 8 year vesting period. Employees contribute 3% of their gross earnings per payroll.
Cigna – Employee Assistance Program

The City offers this program to all employees. This is a confidential counseling program for employees and their families. The City pays for 3 visits and if you choose to continue, you would use the specialist co-pay on your insurance plan. Counseling can include stress, alcoholism, family problems, marriage difficulties, financial trouble, depression, work/life and more.
VPI - Veterinary Pet Insurance
The City offers Pet Insurance as a voluntary benefit. This is not payroll deducted.