Senior Administrative Assistant

About the role

The Finance Department seeks a highly responsible administrative and financial support individual to join our team. This position reports directly to the Finance Director and supports departmental operations.

Responsibilities

• Makes all appointments and handles calls for the Director, if requested.
• Captures and distributes confidential material for the Director.
• Coordinates travel arrangements and reimbursement documentation for the Director and department staff.
• Reviews and briefs news articles, reports, bulletins, and other materials for the Director's attention.
• Prepares and types a variety of routine and special reports from source material in files, including confidential material.
• Coordinates staff and board meetings by preparing agendas, compiling and distributing meeting packets and supporting materials, attending meetings, recording meeting notes, and preparing and distributing follow-up action items to department staff and other appropriate personnel.
• Assists with preparation of the annual departmental budget and budget book.
• Coordinates all routine operational management functions within departments, including purchasing, building, equipment, property inventory and disposal.
• Prepares and types a variety of routine and special reports from source material in files, including confidential material.
• Processes departmental payroll.
• Pays all bills for the department and keeps accurate records for each account billed.
• Reconciles monthly billing from City credit cards.
• Maintains vendor records.
• Prepares requisitions, processes receiving reports, and maintains grant accounts.
• Prepares final financial report for grants.
• Prepares statistical and analytical reports.
• Serves as backup to Accounts Payable Clerk and all functions of that role.
• Aids the City Clerk in the bid opening process, including maintaining the bid book and maintaining and posting to the appropriate websites.
• Ensures that all copiers and printers are fully stocked for the day and obtains month end copier reports.
• Maintains the City’s postage machine and routes mail to proper departments.
• Orders office supplies for the department as needed.
• Maintains records disposition for City Hall and provides information to the City Clerk annually.
• Performs related duties as assigned.

Requirements

• Thorough knowledge of modern office administration principles and practices.
• Considerable knowledge of accepted accounting principles and budgeting.
• Knowledge of the operations of City government including Department-wide computer programs.
• Knowledge of ordinances, official functions, and Human Resources procedures applicable to the department.
• Ability to prepare clear and accurate reports, correspondence, and meeting minutes.
• Ability to work independently on complex and confidential administrative tasks.
• Ability to multi-task successfully.
• Ability to communicate successfully with legislative and administrative personnel of the City.
• Ability to keep complex fiscal and statistical records, ledgers and files and provide information correctly and concisely, orally and in writing.
• Ability to independently prepare agendas, documents, and related complex or confidential correspondence.
• Ability to provide exceptional customer service by actively listening, assessing customer needs, communicating accurate information regarding City policies, procedures, and processes, and interacting with the public in a professional, courteous, and tactful manner.
• Proficiency with Microsoft Office Suite, Adobe Acrobat, electronic records management systems, financial software, and other business applications utilized by the City.
• Ability to establish and maintain effective working relationships with City officials, employees, and the public.
• Ability to organize, record, and deliver information.
• Ability to utilize mathematical formulas and exercise analytical judgment.

Qualifications

• High school diploma or GED required, supplemented by five (5) years of progressively responsible administrative support experience, preferably in finance, accounting, payroll, or governmental administration; or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
• Preference will be given to candidates with an Associate's or Bachelor's degree in Business Administration, Public Administration, Accounting, or a related field.
• Preference is also given to applicants with experience working in local government and utilizing governmental accounting software.
• Florida Notary Public certification is preferred, or the ability to obtain certification within six (6) months of employment.