Overview
Administrative Assistant III Jobs in Orlando, FL at UES
DRUG FREE WORKPLACE
Applicants for employment and volunteer opportunities should be aware of the City of Sierra Vista’s policies concerning the use of drugs and alcohol. These policies have not been altered by the passage of proposition 207. The use of recreational marijuana is a violation of the City’s Drug Free Workplace Policy. All positions within the City are required to submit to a pre-employment drug test. A positive result for drugs tested under the policy, including recreational marijuana, may be grounds for withdrawal of an offer of employment or volunteer opportunity. The examination process may vary if determined necessary.
Definition & Essential Functions
Under limited supervision, performs a variety of secretarial and routine administrative functions for a department director or designee of the department director.
FLSA status: Non-Exempt.
Essential functions included in the job description may include tasks, knowledge, skills, and other characteristics. The list of tasks is illustrative only and is not a comprehensive listing of all functions and tasks performed by positions in this class.
Tasks
Prepares, composes, and types a variety of correspondence, letters, and memoranda for an assigned department;
reviews and responds to routine inquiries not requiring supervisory attention;
answers questions and provides general and detailed information regarding department and City operations, policies, and procedures;
researches and provides a variety of special reports and schedules;
prepares materials for a variety of meetings;
screens incoming telephone calls, letters, and visitors.
Answers the Human Resources phone and checks voicemail;
Assist with Human Resources budget;
Prepares and processes invoices, purchase orders, and requisitions to purchase equipment, supplies, and materials;
Schedules appointments;
arranges meetings and coordinates travel requirements, including registration, lodging, and transportation arrangements;
Coordinates numerous events throughout the year;
Check mailbox daily and distribute mail;
Reconciles billing statements and enters invoices for payment;
Attends meetings, takes notes, and transcribes into minutes when necessary;
Maintains and enters department check requests;
Settles departmental Purchase order statements;
Maintains personnel and division files;
Maintains and organizes department operational and training files and records;
Responsible for records retention/ retention periods of designated records
Files all documents, correspondence and other items in personnel files, and department files;
Must have a keen understanding of filing systems, alphabetizing, and organizing files so they may be easily retrieved.
Lifting up to 50lb storage boxes; carrying them upstairs and downstairs
Maintains department copier to include ordering supplies and filling paper;
Maintain a City phone list;
Maintain a personnel termination log, pull various documents to add to personnel file, and prepare termination files for destruction;
Miscellaneous duties as assigned.
Volunteer Program
Assists with city-wide volunteer program: maintains records; prepares reports.
Knowledges, Skills & Other Characteristics
Knowledge of:
Office management and administrative support practices and procedures.
City operations and functions.
General bookkeeping practices and procedures.
A variety of computer software, including word processing, spread sheet, and presentation applications.
Department goals, objectives, policies, procedures, codes, and regulations.
Skill in:
Researching, compiling, and preparing reports and related information.
Operating a variety of office equipment, including personal computer, computer terminal, calculator, telephone, copier, and FAX. Establishing and maintaining effective working relationships with City staff, outside agencies, and the public.
Preparing a variety of ordinances, resolutions, records, reports, and correspondence using appropriate formats.
Maintaining files and records.
Analyzing and interpreting policies and procedures.
Handling routine administrative matters to conserve the time of superior.
Maintaining confidential information.
English usage, spelling, grammar, and punctuation.
Qualifications
Administrative Secretary:
High school diploma or equivalent.
Three (3) years’ experience in secretarial, administrative, or related field. 1 year in Human resource experience is preferred
Valid Arizona Driver license
Employees with the following qualifications are eligible for the position of Administrative Secretary II:
High school diploma or equivalent.
Three (3) years secretarial experience with the City of Sierra Vista and proven proficiency in two current computer applications (based on completion of two 3-credit hour college courses with a minimum grade of B: CIS 181, Computer Applications and CIS 281, Advances Computer Applications).
Additional Info:
The City of Sierra Vista provides an equal employment opportunity (EEO) for all persons regardless of race, color, sex (to include lesbian, gay, bi-sexual, or transgendered (LGBT)), age, religion, national origin, disability, marital status, or genetic information. The City of Sierra Vista complies with applicable state and local laws governing nondiscrimination in all employment activities.
The City of Sierra Vista complies with the American’s with Disabilities Act (ADA) and will provide reasonable accommodation for qualified individuals with disabilities. Requests for reasonable accommodation during the recruitment or hiring process must be sent to the Human Resources Department.
The City of Sierra Vista offers a comprehensive benefits package, which includes but is not limited to:
Medical Insurance City pays 100% of the health plan premium for employees.
Dental Insurance City pays 100% of the dental plan premium for employees.
Short-Term Disability City pays 100% of the short-term disability plan premium for employees.
Life Insurance City provides $50,000 in term life insurance with up to $250,000 in additional insurance available for purchase by the employee.
Other Benefits City offers vision insurance, AFLAC, Legal Shield, education assistance, and health club membership discount.
Retirement City of Sierra Vista participates in the Arizona State Retirement System (ASRS); a defined benefit plan. Mandatory employee contribution rate is currently 12.41%.
Police and Fire personnel participate in the Public Safety Personnel Retirement System (PSPRS). Mandatory employee contribution rate range is currently 7.65% – 11.65% depending on eligible tier with PSPRS.
All employees are eligible to participate in a voluntary deferred compensation plan.
Vacation Employees earn twelve vacation days per year, available for use after six months, with increases to accrual rates in five-year service increments.
Additional Time Off/Sick Leave Employees earn twelve paid sick days per year for use after one month.
Holidays Employees are provided twelve paid holidays per year.
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Title: Administrative Assistant III
Company: UES
Location: Orlando, FL
