Administrative Assistant III - PUBLIC UTILITIES NMB WATER

Performs advanced (senior-level) administrative support or technical program assistance work for the assigned manager or supervisor. Work involves coordinating the dissemination of information, developing filing systems, and coordinating internal administrative support work. May oversee the work of others. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment in providing customer service to callers and walk-ins and performing general and advanced administrative tasks for the division or department, exercising judgment and discretion in applying policies and procedures. In addition to general administrative tasks, advanced activities may include such things as providing user support and assistance to staff for department-specific computer programs and systems; coordinating special events, serving as liaison for the department or division for various special projects or compiling information from a variety of sources and assembling the information for reporting purposes; overseeing the processing of purchases, invoices and other financial transactions for the department or division; and maintaining personnel or other confidential documentation as required by the manager or supervisor. This position is non-exempt under the Fair Labor Standards Act, and reports to a supervisor, division manager, or above.

• Provides customer service internally to staff and externally to walk-ins or callers from other departments or from the general public – researching and handling most issues directly, and taking messages or routing calls to appropriate staff for handling when necessary.
• Performs assigned general administrative tasks in an accurate and timely manner. Tasks may include, but are not limited to sorting and distributing mail, managing supply inventories, ordering supplies or other goods or materials for the department or division, filing, assembling and distributing reports, processing payroll and timekeeping paperwork, preparing and distributing various documents, performing data entry, reconciling billings, and handling transcriptions or mailings.
• Performing advanced administrative tasks, as assigned in an accurate and timely manner. Advanced tasks may include, but are not limited to independently researching, composing, designing, or editing departmental publications such as brochures, forms, manuals, and reports; coordinating meetings, conferences, and seminars; coordinating special events; overseeing the processing of purchase orders, invoices and other financial transactions for the department or division; and maintaining personnel or other confidential documentation as required by the manager or supervisor.
• Maintains and updates hardcopy and electronic files in an organized manner and in accordance with public record and document retention guidelines. May oversee the document retention schedules for the department or division and assist in the disposal of documents following state and local retention guidelines.
• Assembles, updates and periodically distributes (weekly, monthly, quarterly and annual) reports, making use of manually gathered data as well as electronic systems like the work order system, as required by management as well as other city, state or federal entities.
• May oversee the work of and provide training and technical assistance to others within the department or division.
• Develops administrative and technical policies and procedures.
• Responds to inquiries regarding technical program or administrative regulations, policies, and procedures and interprets and disseminates information concerning programs and procedures.
• Must possess an Associate’s Degree or the equivalent, in a business-related field with eight years of clerical or office related experience; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.
• Depending on the department or division, a valid Florida driver’s license with minimal citations (no more than six points) may be required.
• Must possess strong computer skills with proficiency in the use of the Microsoft Office Suite, including Word, Excel and PowerPoint.
• Excellent communication skills required, including fluency in English (oral and written). Bilingual preferred (Spanish-English; French/Creole-English).
• Considerable knowledge of related departmental and City policies, rules and procedures and the ability to implement new administrative systems and procedures and to evaluate their effectiveness; to interpret rules, regulations, policies, and procedures; to communicate effectively; and to oversee the work of others.
• Must have strong computer skills and be able to proficiently operate general office and computerized equipment and department-specific computer systems and programs, such as the work order systems, perform basic data entry, as well as trouble shoot and train others on the use of department-specific systems and programs, as needed.
  
  

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through personal contact, the use of the telephone and/or other City-issued technology devices. Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach and twist under desks and around furniture; to lift, carry, push, and/or pull moderate to heavy amounts of weight up to 20 lbs.; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.