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Administrative Assistant II

City of Melbourne, FL – City of Melbourne, FL

Description

Under the supervision of the Human Resources Supervisor, performs specialized and responsible administrative work for the Department. Incumbent is responsible for relieving Human Resources staff of operational and administrative details. Incumbent works with considerable independence within the scope of established policies and procedures. Position requires discretion and diplomatic skill in representing policies and working effectively with City personnel, officials, and the public. Performs other work as required.

Examples of Duties

  • Answers the telephone and assists the public and employees regarding questions related to employment, benefits, procedures, and all matters related to Human Resources.
  • Takes minutes, composes, and types correspondence for HR staff as assigned.
  • Prepares and maintains departmental records, reports for meetings, notices, and other matters.
  • Responds to public records requests.
  • Coordinates grievance and arbitration hearings, and types grievance responses as directed by the Human Resources Manager.
  • Takes and transcribes minutes of meetings.
  • Prepares purchase requisitions, purchase orders, warehouse requisitions, and travel requests.
  • Processes payment of invoices.
  • Prepares the Human Resources Department annual Budget.
  • Updates departmental and City-wide HR forms.
  • Prepares and maintains Human Resources payroll records.
  • Completes unemployment compensation requests and quarterly check requests.
  • Coordinates the placement of temporary staff utilizing the contracted temporary employment agency and maintains related correspondence and records.
  • Maintains calendar for the Human Resources Conference Room
  • Assists with completion of E-verify on all new hires within three (3) days of hire.
  • Completes employment verifications both orally and in writing.
  • Assists with the review of employment applications and onboarding during times of high volume recruitment or during the absence of the Human Resources Technician.
MARGINAL FUNCTIONS
  • Travels as needed, obtaining supplies and retrieving retirement gifts.

Minimum Qualifications

  • High School or GED required (proof must be uploaded with application).
  • Two years of general office experience is required.
  • Must be proficient in Microsoft Office Outlook, Word, and Excel with some experience in Publisher applications.
  • Valid Florida driver s license is required. Applicants who possess a valid out of state driver s license must obtain the Florida driver s license within 10 days of employment.
  • Preferred qualifications include college coursework in business office practices, experience working in a Human Resources office, work experience at the local, State or Federal government, and certification as a Certified Professional Secretary (CPS).

Knowledge, Skills and Abilities

  • Knowledge of business English, spelling, punctuation, and mathematics.
  • Knowledge of current office procedures and practices in planning and organizing work to meet goals and objectives.
  • Skill in taking minutes from spoken conversations.
  • Skill in the use of a personal computer and various applications programs.
  • Ability to make independent decisions and to assist in routine Managerial decisions.
  • Ability to work effectively and courteously with the public and other employees.
  • Ability to follow complex written and oral directions.
  • Ability to carry out a wide scope of clerical procedures.
  • Ability to compose effective and accurate correspondence and reports.
  • Ability to deal with non?routine matters.
  • Ability to operate modern office equipment.
  • Ability to type with speed and accuracy.
  • Ability to operate a motor vehicle.
PHYSICAL AND MENTAL REQUIREMENTS
  • Ability to type on computers and typewriters for extended periods of time without rest and at a fast speed.
  • Ability to see, read, write, and type messages, files, forms, labels, etc, in the English language.
  • Ability to kneel, squat, sit, and stand for extended periods of time without rest.
  • Ability to lift and carry packages that weigh up to 20 pounds.
  • Ability to work under pressure of deadlines.
  • Ability to work accurately in a noisy and stressful environment.
  • Ability to reach and grasp objects.
  • Ability to stand and walk when going to copy room, retrieving mail, and delivering correspondence to other divisions.
  • Ability to hear when required to answer phones.
  • Ability to speak English when communicating with co-workers and the public.
  • Ability to use fingers, hands, and wrists while operating various office machines and writing messages.
  • Ability to print or write legibly when taking messages for other staff.
  • Ability to handle stress when working with deadlines.
  • Ability to work regularly scheduled hours with little moderation.
  • Ability to work in confined spaces or small working areas.


The City of Melbourne offers a generous benefit package to include:

  • 100% City paid medical insurance for employee only; coverage available for family
  • Health Insurance opt-out incentive for employees with other medical coverage
  • Dental
  • Life Insurance in the amount of 1 times your annual salary
  • Additional life insurance to include coverage for your spouse and child(ren)
  • Short-term disability
  • Long-term disability
  • Flexible Spending and Dependent Care Account
  • Employee Assistance Program
  • Wellness Program
  • 457 Deferred Compensation
  • Retirement Plans (FRS, local plan for Police and Fire personnel)
  • Paid Holidays
  • Tuition Reimbursement

For more information about benefits visit http://www.melbourneflorida.org/home/showdocument?id=4942

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