Development Services Executive Assistant

GENERAL DESCRIPTION:

Under regular supervision, performs routine to moderately complex secretarial and clerical work in support of the Development Services Director and other senior personnel, while providing efficient and effective department operations. Performs related work as required. Reports to the Development Services Director.

ESSENTIAL FUNCTIONS:

Performs customer service duties; answers the telephone; provides accurate information to callers and/or forwards calls to appropriate staff person; greets office visitors.

Receives and responds to routine inquiries from City citizens, Board members, committee members, other City Department Heads and employees, business/property owners, developers, community organizations and residents, for assistance pertaining to department programs.

Assists senior department staff by performing a variety of clerical and secretarial and administrative duties, which include but are not limited to; composing and/or preparing various forms, records, reports, minutes and correspondence; taking and transcribing dictation; researching and compiling data; maintaining inventory of office supplies and equipment; scheduling meetings and minutes and maintaining calendars; maintaining computer record-keeping operations; ensures the proper maintenance and retention of department records; establishing and maintaining filing systems; making travel arrangements; processing and distributing daily mail, etc.

Schedules and makes logistical arrangements for various Board meetings; assists in the coordination and preparation of agenda items and packets; notifies Board members and others of meeting dates and times; prepares meeting minutes.

Monitors the review process by routing applications and plans; tracks applications through the approval process.

Performs general bookkeeping duties, which may include processing payroll, tracking department budgetary expenses, processing budget transfers, preparing purchase requisitions and orders, reconciling department P-Cards, etc.

Maintains employee time and attendance records.

Marginal Duties and Responsibilities:

Performs general clerical work as required, including copying and filing documents, faxing information, collating materials, entering computer data, etc.

Prepares public hearing signs; prepares public hearing information and advertisements, and staff reports for planning permits.

May represent department on various committees and meetings.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM QUALIFICATIONS:

Education and Experience:

High School graduation or possession of an acceptable equivalency diploma.

Two (2) years experience in responsible office work.

A comparable amount of training, education or experience can be substituted for the minimum qualifications.

Special Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge and skilled use of basic office equipment and software programs: fax machine, copy machine, scanner, printer, computer, and proficiency with Microsoft Word and Excel.

Knowledge of record keeping and record management systems; knowledge of purchasing, budgeting and financial management procedures; knowledge of department principles, practices policies and procedures.

Knowledge of business English spelling and punctuation.

Ability to establish and maintain effective working relationships with management personnel, co-workers, outside agencies and the general public.

Ability to address customer service demands and uphold City ordinances and policies in an empathetic,

understanding and tactful manner.

Ability to meet critical deadlines effectively; follow written instructions, and ability to analyze and convey information in a knowledgeable manner.

Special Requirements:

Notary Public (may be obtained after hire).

Governmental agency experience preferred.

Possession of a valid Florida Driver License.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully meet the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Sufficient manual dexterity to allow the use of a keyboard and writing.

Sufficient visual acuity to read and comprehend departmental reports and documents.

Ability to lift and move objects up to twenty-five pounds (25 lbs.).

Acceptable hearing (with or without hearing aid).

Ability to access, input, and retrieve information from a computer, and operate other office equipment.

Ability to sit at a desk and view a display screen for extended periods of time.

Ability to understand and follow oral and written instructions.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Works inside in an office environment.

Equal Opportunity Employer M/F/V/D

The City of Orange City is a Drug-Free Workplace.

Individuals selected for employment must first pass a background and driving history check before commencing work with the City of Orange City.