Overview
Administrative Assistant Jobs in Gainesville, FL at Berman
Description
Salary: $44,278 – $76,102
Position Grade: 14G
Department: City Counselor’s Office
Job Type: Full-Time (Permanent)
Examination Number: EX1360
Location: Downtown – St. Louis, MO
Incumbent in this position will provide Administrative, Financial, Personnel, and Payroll support for all the sections of the City Counselor’s Office. This position will work independently with little supervision and exercise extreme confidentiality dealing with these duties.
Essential Functions and Responsibilities:
Payroll
Prepares and processes payroll documents such as timesheets, status forms, pay adjustments, supplements, hourly adjustments, vacation and sick/medical leave adjustments, and other changes to payroll records.
Verifies, sorts and distributes payroll checks.
Completes and processes forms such as new hire paperwork, verification of employment, pay forms for worker’s compensation benefits, suspension, and requests related to payroll.
Maintains attendance records, track and reconcile vacation, sick/medical leave, compensatory time, FMLA leave hours, workers compensation leaves.
Personnel
Completes and processes personnel documents such as family medical leave requests, personnel requisitions, disciplinary actions, file workers compensations injury reports, administer the annual service and working test period ratings.
Responds to questions from employees concerning personnel and payroll rules and regulations.
Accounting
Reviews incoming correspondence and alerts supervisor to budgetary, fiscal, programmatic or other implications; may draft response for supervisor’s signature.
Compiles information and generates financial reports for federal grants, gathers data for preparation of the annual budget, and data entry of invoices for payment.
Administrative
Monitors Law Department general email account, manages conference room requests, prepares bi-weekly Departmental communication.
Processes billable hours, assists with onboarding and exit checklists for new and former teammates.
Places maintenance request orders, schedules shredding, orders office supplies, office equipment including copy machines, fax machines, computers, monitors, docking station, telephone equipment, approves supply orders for satellite offices, and enters supply requisitions.
Oversees the maintenance of the FAMS report for the City Counselor’s office.
Knowledge, Skills, and Abilities:
Data Utilization: Requires the ability to perform mid-level data analysis including the ability to audit, deduce, assess, conclude and appraise. Requires discretion in determining and referencing such established criteria to define consequences and develop alternatives.
Human Interaction: Requires the ability to persuade, convince and train others. Ability to advise and provide interpretation regarding the application of policies, procedures and standards to specific situations. Ability to provide guidance, assistance and/or interpretation to others, such as coworkers, other department personnel, executives, and the public on how to apply policies, procedures and standards to specific situations.
Equipment, Machinery, Tools and Materials Use: Requires the ability to operate, maneuver and/or provide simple but continuous adjustment on equipment, machinery and tools such as a computer, typewriter, calculator, copy and fax machines, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a variety of advisory data and information such as financial and statistical reports, budgets, statutes, procedures, guidelines and non-routine correspondence.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; calculate decimals and percentages; perform basic algebra and descriptive statistics.
Functional Reasoning: Requires the ability to exercise independent judgment to apply facts and principles for developing approaches and techniques to problem resolution. Requires the ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagrammatic or schedule form.
Situational Reasoning: Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory, judgmental and/or subjective criteria, as opposed to criteria that are clearly measurable or verifiable.
Environmental Factors: Work is normally performed in an office environment under generally safe and comfortable conditions where exposure to irate individuals poses a very limited risk of injury.
Physical Requirements: Tasks involve the ability to exert light physical effort in sedentary to light work. Tasks may involve extended periods of visual concentration at a keyboard or workstation.
Sensory Requirements: Requires the ability to recognize and identify individual characteristics of colors, shapes, and sounds associated with job-related objects, materials and tasks.
Qualifications
A Bachelor’s degree in Business or Public Administration, or a related field; plus two years of administrative support experience. OR an equivalent combination of education, training and experience. Qualifying experience must be at a level which requires independent judgment, initiative and discretion.
Preference: Administrative experience providing support to attorneys in a private law firm, governmental agency, or other business setting.
Scoring Components and Their Weights
Experience and Training: 100%
May be Subject to:
Background Investigation: Pass/Fail
Medical Examination: Pass/Fail
Documentation of Academic Credentials must be Submitted Upon Request
When completing the Employment History and the Educational/Training History sections of the Employment Application, please be as thorough as possible when describing your education, training and experience relating to this position. Applicants will only receive credit for their experience, training and education as shown on the application. Resumes will not be accepted as a substitute to a fully completed application. Incomplete applications will not be considered.
Veterans Preference Points
To be eligible for veteran’s preference points, the applicant must submit a copy of their DD 214 Certificate of Release or Discharge from Active Duty with the Employment Application or upon request. The Director of Personnel may, in their discretion, accept alternate documentation.
City Residence Preference Points
City residents who pass an examination for a position in the classified service and do not receive any other preference will receive a five (5) point preference on a scale of 100 points on the exam. An additional one (1) point shall be added to the passing score of City residents who receive any other preference on a scale of 100 points. City residents must have resided in the City for at least one (1) year at the time of filing their application to be eligible for the preference points.
Accommodations
If assistance with the job application is necessary based on a physical impairment, mental impairment, or otherwise, they should reach out to the Office on the Disabled with contact information. This office will not disclose any information that an applicant or employee has a disability or has discussed possible accommodations without the applicant’s or employee’s prior consent.
Job Posting: Feb 25, 2025, 1:03:27 PM
Title: Administrative Assistant
Company: Berman
Location: Gainesville, FL
