Job description

Plant City, FL
PAY RATE: $16.06/HR

Position Summary: Performs clerical, secretarial and staff assistant work, which includes the operation of a PC using software including Microsoft Access, Microsoft Word, Microsoft Excel, Microsoft Office Outlook, Microsoft Power Point, Microsoft Publisher, Munis System and Google Chrome. This position requires the use of standard office equipment, copier, scanner, etc.

Essential Duties and Responsibilities : The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Performs duties of a staff assistant nature and participates directly in the work of the individual(s) supported.
Secures details of specialized information, coordinates office work and provides information regarding the services and operation of the unit.
Maintains all records for P-Card usage and will be the P-Card administrator for the department.
Keeps appointment calendars and schedules appointments for interviews, vendors, classes etc.
Receives and screens calls for Traffic Operations Manager and staff. Refers and transfers callers to other departments.
Enters concerns to City work request portal.
Takes notes and/or minutes of conferences, meetings and functions as required.
Prepares forms and composes letters. Sets up and maintains specialized office files, file letters, reports and related technical information in the prescribed manner.
Reviews payroll.
Organizes photos, reports, and notes from different jobsite projects. Assembles information for other’s use.
Types using PC-based word processing software. Processes letters, forms, reports, schedules, manuals, booklets, requisitions, purchase orders, and other related paperwork. Types information or enters data containing monthly budgetary reports, work orders, etc.
Assist in monthly and yearly budget preparation to include tracking of department purchases from requisition entry to receiving through City financial software.
Obtains and prepares information for new vendor setup.
Obtains quotes and proposals from vendors as needed.
Assists in writing departmental policies and procedures.
Maintains and orders Traffic Operations subscriptions and memberships.
Picks up mail from City Hall; sorts incoming and outgoing mail.
Maintains office supply orders, distributes, and organizes supplies when needed.
Prepares City Manager’s Reports for City Commission meetings. Performs research and retrieval of records.
Tracks records for CEU’s classes, schooling, and licenses.

Knowledge, Skills, and Abilities:
Knowledge of office practices and procedures and of mathematics.
Knowledge of English grammar, punctuations, and spelling.
Ability to gain knowledge of the unit’s policies, procedures, and practices.
Ability to establish and maintain effective working relationships with employees and the public. Ability to access, input and retrieve information from a computer.
Ability to communicate using speaking, hearing, and visual skills.
Ability to operate a PC, keyboard, and typewriter.
Ability to utilize business mathematics.
Ability to type 40 words per minute.

Education and Experience:
High School Diploma or possession of an acceptable equivalent diploma.
Two years of experience involving secretarial/clerical duties including the operation of a personal computer.
Bilingual language, preferred.

Certificates and Licenses:
Valid Florida driver’s license and be insurable by the City’s current insurance carrier.

Emergency Responsibilities:
In the event of an emergency or disaster, an employee may be required to respond promptly to duties and responsibilities as assigned by the employee’s department, Emergency Management or City Administration. Such assignments may be before, during or after the emergency/disaster.

Disclaimers:
This job description is not intended to, and does not, constitute an offer of employment or a contract for employment or the terms and condition of employment. The City of Plant City has the right to revise this job description at any time.

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High School

1-2 years

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