Administrative Assistant chez Homestead, City of (FL), FL

About the Department

General Function:
Specialized and responsible administrative and secretarial work assisting the Solid Waste Superintendents. The Administrative Assistant Administrative Assistant assists in overseeing the day-to-day operations of the department which involves processing payroll, preparation of government reports, maintenance of filing system, assisting with contracts, the department budget, time cards, typing correspondence and any other related duties as required by the department.
Work requires application of independent judgment, as well as clerical, receptionist, secretarial abilities.  Working knowledge of the principles and practices of modern public administration, skill in operation of personal computer, telephone, copy machine, and maintain records. Ability to maintain an effective working relationship with employees, supervisors, other departments, officials, and the public, as well as, communicate effectively both verbally and in writing. Some fill-in-radio work may be required. May occasionally give work directions to employees based on instructions from the department head and/or designee. 

Reports To:
Solid Waste Superintendents
Assistant Director of Solid Waste
Director of Solid Waste

Supervisory Responsibilities:
None

Position Duties

Essential Duties and Responsibilities: 

• Provides administrative assistance to the Solid Waste Superintendent.
• Types, files answers phones, processes letters, and all other department correspondence and documentation.
• Opens and sorts incoming mail, answers requests/complaints as needed. 
• May perform field inspections to verify nature of complaint received.
• Posts notice and written material on department bulletin board.
• Responds to calls and emails from residents.
• Attends seminars and workshops related to administrative duties and responsibilities.
• Prepares reservations and travel arrangements for meetings, seminars, and conventions.
• Prepares the agenda, minutes, and sets up meetings.
• May perform other job-related duties as assigned by the Superintendents, Assistant Director, and Director of Solid Waste.
• Must have the ability to compile various monthly solid waste reports.
• Maintains accurate records of franchise operations, billing, payments and compliance..
• Audits residential and commercial accounts for proper assessment of fees.
• Bills special events and roll-off activities.  
• Tracking, processing & closing work orders.
• Performs other job-related work as assigned or required.

All of the above information is intended to indicate the general nature and level of work performed by employees in this position. This description is not intended to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of employees assigned to this position.  Duties, responsibilities, and activities may change at any time with or without notice.

Type of Appointment/Work hours:

• Full-time/Regular in-person position.
• Standard workweek, which is forty (40) hours of work per week usually consisting of five (5) days of eight (8) hours per day. The workday may be varied for the efficient delivery of public service.
• Will be required to work other than the standard workweek on occasion, including evenings, weekends, and/or holidays.
• Will be required to work occasional overtime or shift assignments, if applicable.

Minimum Qualifications

Requirements:

• An Associate’s degree in Business Administration, Public Administration, or a related field is required. A Bachelor’s degree is preferred. 
• A minimum of one (1) year of prior administrative, secretarial, or receptionist experience is required. 
• Demonstrated ability to compose business letters and ability to grasp technical terms and concepts.
• Must be proficient in Microsoft Office programs such as Office, Excel, Outlook, etc. 
• Experience with the HTE/AS400 or Naviline systems is preferred.
• Ability to operate business machines.
• Must be able to comprehend and follow written and verbal instructions.
• Bilingual is preferred.
• Must possess a valid Florida driver's license with a clean driving record.
• Must pass a background screening process.

Equivalency Clause:

• An equivalent combination of High School Diploma, training, and at least 10 years of experience that provides the required knowledge, skills, and abilities may be considered in lieu of the stated education and experience requirements. Substitution will be evaluated on a case-by-case basis to determine relevance and comparability.

Physical and Environmental Demands or Conditions:
The physical and environmental demands for this position have been listed on the last page of this description. Physical and environmental demands must be met to successfully perform the essential duties and responsibilities of this position.

Other Qualifications

Core Competencies:

• Judgment - Sound decisions based on fact; uses logic to solve problems.
• Quality of Work - Performs work thoroughly, accurately, and professionally.
• Reliability - Timely and consistently completes assigned work; consistently reports to work and is punctual.
• Safety - Committed to ensuring a safe environment and complies with applicable safety standards.
• Technical Capability - Applies knowledge to identify issues and works to develop skills; demonstrates knowledge of techniques, skills, and equipment.

Work Authorization/Security Clearance:

• The employee must successfully pass a background screening process and comply with the City’s Drug-Free Workplace policy.
• The City will also verify the identity and employment authorization of individuals hired so the proper completion of Form I-9 is required, which includes the employee providing documents evidencing identity and employment authorization. 

Equal Opportunity Statement:
The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Qualifying individuals with disabilities may be provided reasonable accommodations to enable them to perform the essential functions.

Veteran’s Preference Policy:
In accordance with Florida Statute 295.07, F.S., Chapter 55A-7, the City of Homestead complies with Florida law by providing Veterans' Preference in hiring. Qualified applicants, including veterans, spouses, widows/widowers, parents of service members, and current reserve or National Guard members, may receive hiring priority if they meet minimum qualifications and can perform the duties required. Veterans’ Preference includes additional points on exams, prioritized placement on employment lists, and education waivers for certain qualified individuals. This preference ensures eligible candidates are considered fairly at all stages of the hiring process. For questions, contact the Human Resources Department.

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