Administrative Assistant

This highly responsible administrative position provides critical support to the Department Head or Police Division Commander. The role involves performing a variety of clerical and administrative tasks that require independent judgment and a strong understanding of city laws, regulations, and policies. The ideal candidate will be well-organized, detail-oriented, and capable of managing multiple tasks in a fast-paced environment.

Essential Job Functions:

• Administrative Support:

  • Answer phones, schedule meetings, and manage calendars for department staff.
  • Provide customer service by screening calls, directing calls, and answering inquiries.
  • Operate computer applications to transfer, track, transcribe, and compose various records and documents, including correspondence, memoranda, reports, spreadsheets, and department logs.

• Records & Documentation Management:

  • Develop and maintain tracking systems, case files, and service requests in digital and hard copy formats.
  • Compose and type routine correspondence, take dictation, and handle service requests.
  • Assist in processing purchase orders and invoices, tracking approval statuses, and preparing budget expense reports.

• Research & Data Management:

  • Conduct research, gather data, create reports, and input information into databases.
  • Prepare presentations, maps, charts, and graphics to enhance understanding of reports.
  • Review documentation for completeness and assist in preparing agendas and reports.

• Event & Training Coordination:

  • Register employees for training courses, handle per diem, and secure accommodations.
  • Assist with inspection, inventory, and calibration of equipment as needed.
  • Support City and Department programs, trainings, and special events.

• Miscellaneous Duties:

  • Provide courier services as necessary.
  • Perform other related job duties as assigned.

Qualifications:

• Education & Experience:

  • High school diploma or equivalent.
  • Three (3) years of experience in clerical, administrative, or public-facing roles in a fast-paced office environment.
  • Associate’s degree is preferred.

• Special Qualifications:

  • Valid Florida Driver’s License with an acceptable driving record.

• Knowledge, Skills, & Abilities:

  • Knowledge of city organization, laws, and regulations.
  • Proficiency in modern business English, grammar, and punctuation.
  • Strong typing, transcribing, and proofreading skills.
  • Proficiency in Microsoft Office Suite, social media platforms, and the City’s enterprise software.
  • Ability to learn state planning laws, local codes, and general planning and sustainability concepts.
  • Strong verbal and written communication skills.
  • Ability to establish and maintain effective working relationships with associates, City staff, and the public.
  • Ability to operate office equipment, including computers, copiers, and multi-line telephones.
  • Physical ability to lift up to 20 pounds and perform tasks requiring crouching, kneeling, and reaching.

Physical Demands: The position requires light work, including lifting up to 20 pounds, standing or sitting for extended periods, and repetitive motions of the wrists, hands, and fingers. Other physical abilities required include crouching, kneeling, lifting, reaching, and the ability to communicate effectively and make sound decisions.