Executive Assistant - Development Services
Orange City, FL Orange City, FL Full-time Full-time $18.
98 - $22.
63 an hour $18.
98 - $22.
63 an hour 16 hours ago 16 hours ago 16 hours ago JOB SUMMARY The Development Services Executive Assistant performs routine to moderately complex clerical work in support of the Development Services Director and other senior personnel, while providing efficient and effective department operations.
This position engages in independent judgement through the application of problem solving, decision making, dependability and initiative.
ESSENTIAL FUNCTIONS Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
General Department Assistance (45%) Assists senior department staff by performing administrative duties Composes and prepares various forms, records, reports, minutes and correspondence; taking and transcribing dictation Researches and compiles data; maintains inventory of office supplies and equipment; processes and distributes daily mail, etc.
Maintains computer record-keeping operations; ensures the proper maintenance and retention of department records; establishes and maintains filing systems Assists employees on office systems, equipment and procedures Disburses funds for all bills, pay requests, invoices, reimbursements and awards Maintains all calendars; coordinates others' schedules and makes all travel arrangements Receives department revenue; prepares, manages and reconciles all financial reports and deposits 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 Customer Service (40%) Performs customer service duties internally and externally; 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 Office Management (15%) Develops, revises and maintains all general office SOPs and training manuals Manages all office systems and equipment; orders all supplies Monitors the review process by routing applications and plans; tracks applications through the approval process Assists City Clerk's Office in filling Pubic Records Requests as applicable by law 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.
Prepares and reconciles all daily revenue; prepares all deposits, revenue and reconciliation reports, requisition requests, and vendor/consultant pay increase requests for the Director's approval Schedules all maintenance repairs for department vehicles and office equipment OTHER DUTIES Represents the Department at meetings involving assigned activities All employees will have a role in the City's disaster preparation and/or disaster recovery efforts, as may be designated in the City Comprehensive Emergency Management Plan Please note this job description is not designed to cover or contain a comprehensive listing or activities, duties or responsibilities that are required of the employee for this job.
Duties, responsibilities and activities may change at any time with or without notice.
REQUIRED EDUCATION AND EXPERIENCE High School graduation or possession of an acceptable equivalency diploma A minimum of two (2) years of experience involving clerical duties including the operation of a personal computer, keyboard, mouse or similar data entry equipment A comparable amount of training, education or experience can be substituted for the minimum qualifications PREFERRED EDUCATION AND EXPERIENCE Associates Degree in Public Administration, Business Administration, or another related field Governmental agency experience preferred ADDITONAL ELIGIBILITY REQUIREMENTS Non-educational requirements:
driver's license Valid Florida Driver's License Notary Public Certification (may be obtained after hire) COMPETENCIES General knowledge and skilled use of basic office equipment, and software programs:
fax machine, copy machine, scanner, printer and computer General knowledge of customer service techniques General knowledge of Microsoft Office applications General knowledge of record keeping management systems General knowledge of purchasing, budgeting and financial management procedures General knowledge of department principles, practices, policies and procedures Working knowledge of local zoning laws, rules, regulations, applications and ordinances Ability to organize, prioritize, and complete job demands under pressure with short deadlines Ability to express ideas clearly and concisely, in writing and orally Ability to establish and maintain effective working relationships with management personnel, co-workers, outside agencies and the general public Ability to uphold City ordinances and policies in an empathetic, understanding and tactful manner Ability to meet critical deadlines effectively Ability to maintain a complex filing system Ability to maintain multiple tasks and use strong judgment and self-starting skills Ability to analyze, identify, research and resolve discrepancies and inaccuracies in reporting and financials WORK ENVIRONMENT Primarily, works indoors in an office environment Typically, performs work in standard office lighting with significant exposure to a computer monitor Moderate noise level in the work environment PHYSICAL DEMANDS Must be able to lift, carry, push, pull, move or manipulate up to 30 pounds with proper mechanics or equipment Sufficient manual dexterity to allow the use of a keyboard and writing Sufficient visual acuity to read and comprehend departmental reports and documents Acceptable hearing (with or without hearing aid) Tasks involve using general office supplies and equipment BENEFITS Four (4) weeks of Paid Time Off (PTO) per year 12 paid holidays Membership in the Florida Retirement System Option 457(b) retirement program Medical and Dental Insurance with no employee premium through Florida Health Care Plans Employer provided Life, AD&D, and Long-Term Disability Insurance Optional Vision, Short-Term Disability, Supplemental Life Insurance, and Supplemental Health Benefits Free Gym Membership Option Education Reimbursement Program Optional 9/80 Workweek Monday - Thursday 7:
30am - 5:
30pm, Every other Friday 8:
00am - 5:
00pm This position will be posted through May 30, 2023.
Applications must be submitted prior to this closing date to be considered.
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.
General Department Assistance (45%) Assists senior department staff by performing administrative duties Composes and prepares various forms, records, reports, minutes and correspondence; taking and transcribing dictation Researches and compiles data; maintains inventory of office supplies and equipment; processes and distributes daily mail, etc.
Maintains computer record-keeping operations; ensures the proper maintenance and retention of department records; establishes and maintains filing systems Assists employees on office systems, equipment and procedures Disburses funds for all bills, pay requests, invoices, reimbursements and awards Maintains all calendars; coordinates others' schedules and makes all travel arrangements Receives department revenue; prepares, manages and reconciles all financial reports and deposits 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 Customer Service (40%) Performs customer service duties internally and externally; 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 Office Management (15%) Develops, revises and maintains all general office SOPs and training manuals Manages all office systems and equipment; orders all supplies Monitors the review process by routing applications and plans; tracks applications through the approval process Assists City Clerk's Office in filling Pubic Records Requests as applicable by law 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.
Prepares and reconciles all daily revenue; prepares all deposits, revenue and reconciliation reports, requisition requests, and vendor/consultant pay increase requests for the Director's approval Schedules all maintenance repairs for department vehicles and office equipment Represents the Department at meetings involving assigned activities All employees will have a role in the City's disaster preparation and/or disaster recovery efforts, as may be designated in the City Comprehensive Emergency Management Plan High School graduation or possession of an acceptable equivalency diploma A minimum of two (2) years of experience involving clerical duties including the operation of a personal computer, keyboard, mouse or similar data entry equipment A comparable amount of training, education or experience can be substituted for the minimum qualifications Associates Degree in Public Administration, Business Administration, or another related field Governmental agency experience preferred Valid Florida Driver's License Notary Public Certification (may be obtained after hire) General knowledge and skilled use of basic office equipment, and software programs:
fax machine, copy machine, scanner, printer and computer General knowledge of customer service techniques General knowledge of Microsoft Office applications General knowledge of record keeping management systems General knowledge of purchasing, budgeting and financial management procedures General knowledge of department principles, practices, policies and procedures Working knowledge of local zoning laws, rules, regulations, applications and ordinances Ability to organize, prioritize, and complete job demands under pressure with short deadlines Ability to express ideas clearly and concisely, in writing and orally Ability to establish and maintain effective working relationships with management personnel, co-workers, outside agencies and the general public Ability to uphold City ordinances and policies in an empathetic, understanding and tactful manner Ability to meet critical deadlines effectively Ability to maintain a complex filing system Ability to maintain multiple tasks and use strong judgment and self-starting skills Ability to analyze, identify, research and resolve discrepancies and inaccuracies in reporting and financials Primarily, works indoors in an office environment Typically, performs work in standard office lighting with significant exposure to a computer monitor Moderate noise level in the work environment Must be able to lift, carry, push, pull, move or manipulate up to 30 pounds with proper mechanics or equipment Sufficient manual dexterity to allow the use of a keyboard and writing Sufficient visual acuity to read and comprehend departmental reports and documents Acceptable hearing (with or without hearing aid) Tasks involve using general office supplies and equipment Four (4) weeks of Paid Time Off (PTO) per year 12 paid holidays Membership in the Florida Retirement System Option 457(b) retirement program Medical and Dental Insurance with no employee premium through Florida Health Care Plans Employer provided Life, AD&D, and Long-Term Disability Insurance Optional Vision, Short-Term Disability, Supplemental Life Insurance, and Supplemental Health Benefits Free Gym Membership Option Education Reimbursement Program Optional 9/80 Workweek Monday - Thursday 7:
30am - 5:
30pm, Every other Friday 8:
00am - 5:
00pm.
Estimated Salary: $20 to $28 per hour based on qualifications.
98 - $22.
63 an hour $18.
98 - $22.
63 an hour 16 hours ago 16 hours ago 16 hours ago JOB SUMMARY The Development Services Executive Assistant performs routine to moderately complex clerical work in support of the Development Services Director and other senior personnel, while providing efficient and effective department operations.
This position engages in independent judgement through the application of problem solving, decision making, dependability and initiative.
ESSENTIAL FUNCTIONS Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
General Department Assistance (45%) Assists senior department staff by performing administrative duties Composes and prepares various forms, records, reports, minutes and correspondence; taking and transcribing dictation Researches and compiles data; maintains inventory of office supplies and equipment; processes and distributes daily mail, etc.
Maintains computer record-keeping operations; ensures the proper maintenance and retention of department records; establishes and maintains filing systems Assists employees on office systems, equipment and procedures Disburses funds for all bills, pay requests, invoices, reimbursements and awards Maintains all calendars; coordinates others' schedules and makes all travel arrangements Receives department revenue; prepares, manages and reconciles all financial reports and deposits 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 Customer Service (40%) Performs customer service duties internally and externally; 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 Office Management (15%) Develops, revises and maintains all general office SOPs and training manuals Manages all office systems and equipment; orders all supplies Monitors the review process by routing applications and plans; tracks applications through the approval process Assists City Clerk's Office in filling Pubic Records Requests as applicable by law 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.
Prepares and reconciles all daily revenue; prepares all deposits, revenue and reconciliation reports, requisition requests, and vendor/consultant pay increase requests for the Director's approval Schedules all maintenance repairs for department vehicles and office equipment OTHER DUTIES Represents the Department at meetings involving assigned activities All employees will have a role in the City's disaster preparation and/or disaster recovery efforts, as may be designated in the City Comprehensive Emergency Management Plan Please note this job description is not designed to cover or contain a comprehensive listing or activities, duties or responsibilities that are required of the employee for this job.
Duties, responsibilities and activities may change at any time with or without notice.
REQUIRED EDUCATION AND EXPERIENCE High School graduation or possession of an acceptable equivalency diploma A minimum of two (2) years of experience involving clerical duties including the operation of a personal computer, keyboard, mouse or similar data entry equipment A comparable amount of training, education or experience can be substituted for the minimum qualifications PREFERRED EDUCATION AND EXPERIENCE Associates Degree in Public Administration, Business Administration, or another related field Governmental agency experience preferred ADDITONAL ELIGIBILITY REQUIREMENTS Non-educational requirements:
driver's license Valid Florida Driver's License Notary Public Certification (may be obtained after hire) COMPETENCIES General knowledge and skilled use of basic office equipment, and software programs:
fax machine, copy machine, scanner, printer and computer General knowledge of customer service techniques General knowledge of Microsoft Office applications General knowledge of record keeping management systems General knowledge of purchasing, budgeting and financial management procedures General knowledge of department principles, practices, policies and procedures Working knowledge of local zoning laws, rules, regulations, applications and ordinances Ability to organize, prioritize, and complete job demands under pressure with short deadlines Ability to express ideas clearly and concisely, in writing and orally Ability to establish and maintain effective working relationships with management personnel, co-workers, outside agencies and the general public Ability to uphold City ordinances and policies in an empathetic, understanding and tactful manner Ability to meet critical deadlines effectively Ability to maintain a complex filing system Ability to maintain multiple tasks and use strong judgment and self-starting skills Ability to analyze, identify, research and resolve discrepancies and inaccuracies in reporting and financials WORK ENVIRONMENT Primarily, works indoors in an office environment Typically, performs work in standard office lighting with significant exposure to a computer monitor Moderate noise level in the work environment PHYSICAL DEMANDS Must be able to lift, carry, push, pull, move or manipulate up to 30 pounds with proper mechanics or equipment Sufficient manual dexterity to allow the use of a keyboard and writing Sufficient visual acuity to read and comprehend departmental reports and documents Acceptable hearing (with or without hearing aid) Tasks involve using general office supplies and equipment BENEFITS Four (4) weeks of Paid Time Off (PTO) per year 12 paid holidays Membership in the Florida Retirement System Option 457(b) retirement program Medical and Dental Insurance with no employee premium through Florida Health Care Plans Employer provided Life, AD&D, and Long-Term Disability Insurance Optional Vision, Short-Term Disability, Supplemental Life Insurance, and Supplemental Health Benefits Free Gym Membership Option Education Reimbursement Program Optional 9/80 Workweek Monday - Thursday 7:
30am - 5:
30pm, Every other Friday 8:
00am - 5:
00pm This position will be posted through May 30, 2023.
Applications must be submitted prior to this closing date to be considered.
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.
General Department Assistance (45%) Assists senior department staff by performing administrative duties Composes and prepares various forms, records, reports, minutes and correspondence; taking and transcribing dictation Researches and compiles data; maintains inventory of office supplies and equipment; processes and distributes daily mail, etc.
Maintains computer record-keeping operations; ensures the proper maintenance and retention of department records; establishes and maintains filing systems Assists employees on office systems, equipment and procedures Disburses funds for all bills, pay requests, invoices, reimbursements and awards Maintains all calendars; coordinates others' schedules and makes all travel arrangements Receives department revenue; prepares, manages and reconciles all financial reports and deposits 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 Customer Service (40%) Performs customer service duties internally and externally; 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 Office Management (15%) Develops, revises and maintains all general office SOPs and training manuals Manages all office systems and equipment; orders all supplies Monitors the review process by routing applications and plans; tracks applications through the approval process Assists City Clerk's Office in filling Pubic Records Requests as applicable by law 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.
Prepares and reconciles all daily revenue; prepares all deposits, revenue and reconciliation reports, requisition requests, and vendor/consultant pay increase requests for the Director's approval Schedules all maintenance repairs for department vehicles and office equipment Represents the Department at meetings involving assigned activities All employees will have a role in the City's disaster preparation and/or disaster recovery efforts, as may be designated in the City Comprehensive Emergency Management Plan High School graduation or possession of an acceptable equivalency diploma A minimum of two (2) years of experience involving clerical duties including the operation of a personal computer, keyboard, mouse or similar data entry equipment A comparable amount of training, education or experience can be substituted for the minimum qualifications Associates Degree in Public Administration, Business Administration, or another related field Governmental agency experience preferred Valid Florida Driver's License Notary Public Certification (may be obtained after hire) General knowledge and skilled use of basic office equipment, and software programs:
fax machine, copy machine, scanner, printer and computer General knowledge of customer service techniques General knowledge of Microsoft Office applications General knowledge of record keeping management systems General knowledge of purchasing, budgeting and financial management procedures General knowledge of department principles, practices, policies and procedures Working knowledge of local zoning laws, rules, regulations, applications and ordinances Ability to organize, prioritize, and complete job demands under pressure with short deadlines Ability to express ideas clearly and concisely, in writing and orally Ability to establish and maintain effective working relationships with management personnel, co-workers, outside agencies and the general public Ability to uphold City ordinances and policies in an empathetic, understanding and tactful manner Ability to meet critical deadlines effectively Ability to maintain a complex filing system Ability to maintain multiple tasks and use strong judgment and self-starting skills Ability to analyze, identify, research and resolve discrepancies and inaccuracies in reporting and financials Primarily, works indoors in an office environment Typically, performs work in standard office lighting with significant exposure to a computer monitor Moderate noise level in the work environment Must be able to lift, carry, push, pull, move or manipulate up to 30 pounds with proper mechanics or equipment Sufficient manual dexterity to allow the use of a keyboard and writing Sufficient visual acuity to read and comprehend departmental reports and documents Acceptable hearing (with or without hearing aid) Tasks involve using general office supplies and equipment Four (4) weeks of Paid Time Off (PTO) per year 12 paid holidays Membership in the Florida Retirement System Option 457(b) retirement program Medical and Dental Insurance with no employee premium through Florida Health Care Plans Employer provided Life, AD&D, and Long-Term Disability Insurance Optional Vision, Short-Term Disability, Supplemental Life Insurance, and Supplemental Health Benefits Free Gym Membership Option Education Reimbursement Program Optional 9/80 Workweek Monday - Thursday 7:
30am - 5:
30pm, Every other Friday 8:
00am - 5:
00pm.
Estimated Salary: $20 to $28 per hour based on qualifications.
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