Administrative Assistant

About The Company

The Town of Palm Beach is an internationally renowned destination celebrated for its exceptional natural beauty, charming small-town atmosphere, and high standards of service. Known worldwide, Palm Beach attracts residents and visitors who seek a superior quality of life and a welcoming community environment. The town is committed to maintaining its reputation for excellence, reliability, and outstanding service, making it a prestigious place to work and live. The Town's dedicated team strives to uphold its core values of respect, integrity, teamwork, innovation, and accountability, ensuring that every citizen and visitor experiences the highest level of service and community engagement.

About The Role

This is a temporary, full-time Administrative Assistant position within the Public Works Department. The role will be staffed through a temporary agency, but the work will be performed on-site within the department. The primary purpose of this position is to serve as the first point of contact for the department, providing exceptional customer service to both the public and internal staff. The Administrative Assistant will perform a variety of clerical and administrative duties, supporting the department's operations, recordkeeping, and communication efforts. This role is vital in ensuring the department's efficiency and effectiveness in creating and maintaining a safe, attractive, and well-functioning environment for the residents of Palm Beach. The successful candidate will embody the town's values of professionalism, integrity, and service excellence, contributing to a positive and productive work environment.

Qualifications

• High school diploma or GED equivalent required.
• Minimum of three years of clerical or office support experience.
• Customer service experience in a professional office setting preferred.
• Possession of a Notary Public certification preferred.
• Certified Administrative Professional (CAP) and/or CAP with Organizational Management (OM) specialty preferred.
• Ability to type at least 40 words per minute on a timed assessment.
• Proficiency in Microsoft Word, Excel, and Outlook; competency in proofreading.
• Knowledge of administrative procedures and business English.
• Experience with office equipment such as telephones, copiers, scanners, and fax machines.
• Familiarity with software systems including Laserfiche, Novus Agenda, EDEN, Granicus, and other enterprise databases preferred.
• Strong organizational skills and the ability to prioritize multiple tasks effectively.
• Excellent communication and interpersonal skills.
• Ability to work independently with minimal supervision and accept guidance from multiple supervisors.

Responsibilities

• Serve as the primary point of contact for the department, providing information to the public and staff.
• Answer telephones, direct inquiries, and route calls to appropriate personnel following established procedures.
• Deliver exceptional customer service to visitors and internal clients.
• Perform clerical duties including filing, photocopying, mail sorting, and distribution.
• Assist with inventory management and procurement of office and departmental supplies.
• Schedule and coordinate meetings, appointments, and events for department staff.
• Prepare, proofread, and format business correspondence, reports, and memoranda.
• Maintain accurate and organized filing systems, both physical and electronic, in compliance with applicable laws and policies.
• Assist in preparing agendas, supporting documents, and minutes for public meetings and departmental events.
• Compile and maintain departmental records, reports, and statistical data, ensuring accuracy and completeness.
• Respond to public records requests and facilitate information sharing in accordance with Florida State Statutes.
• Coordinate personnel-related documentation, including scheduling, staffing, and payroll processing.
• Assist with vendor invoicing, billing, and reconciliation processes.
• Collect and record fees or donations, ensuring proper documentation and fund management.
• Support various administrative projects and tasks as assigned by department supervisors.

Benefits

• Competitive hourly wage of $22 per hour.
• Opportunity to work within a reputable government department dedicated to community service.
• Experience working in a dynamic and professional municipal environment.
• Potential for skill development in administrative and public sector operations.
• Contributing to the maintenance of a high-quality community environment.