Office Administrator - Parks And Recreation

JOB SUMMARY AND PHYSICAL DEMANDS

JOB SUMMARY
This position performs difficult skilled clerical and responsible administrative work in a variety of complex office assistance tasks, requiring the use of various business office software and coordination of overall office activities. Worker must have knowledge of the policies and procedures of the organization and functions. Work includes dealing with confidential and sensitive issues requiring a degree of discretion and tact. Work is performed under the regular supervision of a department director or senior level management. Supervision may be exercised over subordinate clerical personnel. Work may be specialized according to department assigned.

PHYSICAL DEMANDS
The work is light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects. Additionally, the following physical abilities are required:

• Reaching: Extending hand(s) and arm(s) in any direction.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Standing: Particularly for sustained periods of time.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
• Manual Dexterity: Picking, pinching or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Grasping: Applying pressure to an object with the fingers and palm.
• Vocal communication: required for expressing or exchanging ideas by means of the spoken word.
• Hearing: required to perceive information at normal spoken word levels.
• Visual acuity: required for preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities.

WORK ENVIRONMENT
The worker is not subject to adverse environmental conditions.

ESSENTIAL JOB FUNCTIONS

• Serves as liaison for the department with various residents, business and local organizations and agencies.
• Oversees office operations.
• Answers telephone, responds to inquiries, ascertains nature of business, and directs to the appropriate authority for disposition.
• Greets public and assists public with service requests and complaints.
• Coordinates complaint resolution with various departments; drafts and/or types correspondence and follows up to ensure resolution of complaints and keeps supervisor advised of status.
• Schedules appointments and maintains appointment books and calendars.
• Reads and routes incoming mail and assembles files and other materials to facilitate response by supervisor.
• Prepares correspondence from verbal instructions, marginal notes or dictation.
• Types personnel, financial and other City business documents and maintains files.
• Maintains complex and confidential records and files and prepares reports.
• Prepares agendas, attends meetings and transcribes minutes.
• Prepares technical monthly, quarterly and annual reports.
• Checks and reviews a variety of data for accuracy, completeness and conformance to established standards and policies.
• Collects and prepares data for records, reports and surveys.
• Enters a variety of operating and accounting data into computer systems.
• Assists with budgetary and purchasing matters.
• Maintains and prepares payroll records.
• Coordinates department personnel scheduling.
• Operates standard office, personal computer and related equipment.
• Performs related tasks as required.

OTHER INFORMATION
Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

The job description does not constitute an employment agreement between the City of Jacksonville Beach and the employee and is subject to change by the City as the needs of the City and requirements of the job change.

KNOWLEDGE, SKILLS AND ABILITIES

• Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques including skill in the use of a personal computer.
• Thorough knowledge of business English, spelling, grammar, composition and arithmetic.
• Thorough knowledge of the organization and functions of the City.
• Ability to maintain office records and to prepare accurate reports from file sources.
• Ability to perform and organize work independently.
• Ability to type, transcribe dictation accurately and at a reasonable rate of speed.
• Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor.
• Ability to establish and maintain effective working relationships with City officials, associates and the general public.
• Ability to work effectively with others as part of a specially assigned team or in conjunction with a work group

EDUCATION AND EXPERIENCE

Any combination of education and experience equivalent to graduation from high school including or supplemented by courses in personal computers, business administration, accounting and bookkeeping and extensive experience in office work and using Microsoft Word & Excel. Minimum four years’ experience working in an office environment. Experience as an assistant to an executive preferred.

Core Purpose and Values
Our employees uphold and promote the mission, vision and core values of the City of Jacksonville Beach. To be successful, an individual must be able to perform the essential functions of the job and demonstrate a strong desire to be a part of our EPIC Team:

• Empowerment – Enabling employees to achieve work-life balance & professional growth and success
• Pride – A small coastal city dedicated to displaying a big heart through our commitment to the community
• Integrity – We hold ourselves, individually and collectively, accountable to our community and our organization
• Communication – Open & honest dialogue with our community and throughout our organization
• Teamwork– Working together with our community to achieve common organizational goals