Administrative Assistant- Parks & Recreation Dept.

Salary: See Position Description

Location : Port St. Lucie FL 34984, FL

Job Type: FULL-TIME

Job Number: 202302433

Department: PARKS AND RECREATION DEPARTMENT

Opening Date: 10/09/2023

Closing Date: 10/16/2023 5:00 PM Eastern

POSITION SUMMARY

The City of Port St. Lucie is an equal opportunity employer.

This position requires the applicant to successfully pass a drug screening.

The starting salary range for this position is $18.89 – $21.73 depending on qualifications

Advanced and difficult clerical, secretarial, and administrative support work. Provides varied, complex, responsible office administrative assistance for Parks and Recreation operations, administration, and to Parks and Recreation management. Responsibilities require the frequent use of tact, creativity, discretion, and initiative requiring general knowledge of the policies and procedures of the organization. Requires wordsmithing skills, including writing, editing, and proofing written content. Facilitates the development of public trust and confidence in the City.

This position is an Essential classification and will be required to report to duty before, during, and immediately after a civil emergency.

ESSENTIAL DUTIES
The following duties are illustrative for this position. The omission of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Keeps the mission, vision, and values of the City of Port St. Lucie at the forefront of decision making and action; builds strategic and collaborative relationships and interacts with others in a way that builds confidence and trust; provides excellent customer service by taking action to accomplish objectives, maintains high levels of work and productivity by generating innovative solutions to work situations.
• Performs duties of a staff assistant nature and participates directly in the work of the individual(s) supported.
• Secures details of specialized information, coordinating office work, and providing information regarding the services and operation of the unit.
• Manages appointment calendars and schedules appointments for management personnel.
• Receives and screens calls and refers callers to appropriate employees.
• Takes notes and minutes of conferences, meetings, and functions as required.
• Sets up and maintains specialized office files. Makes copies and files letters, reports, and related technical information in the prescribed manner. Retrieves data for reports and assembles information for others’ use.
• Is designated the Parks & Recreation Records Coordinator for old department files sent to City Clerk’s office. Retains records according to the General Records Schedule GS1-SL for State and Local Government Agencies.
• Types using PC-based word processing and spreadsheet software and processes letters, memoranda, forms, reports, schedules, manuals, booklets, requisitions, purchase orders and related paperwork. Types information or enters data into computer containing technical terminology.
• Performs research and retrieval of MUNIS financial records and other miscellaneous reports. Conducts statistical comparisons of information.
• Performs office management functions and coordination.
• Orders office supplies and monitors toner levels on main copier for the department.
• Assists, as needed, as the backup to the Financial Specialists.
• Assists, as needed, in allocating P-Card charges in MUNIS.
• Responsible for the processing of all Memorial Bricks for the Memorial Garden, i.e., purchase order, receipting through software and ordering.
• Responsible for maintaining current copies of all contracts, leases, and partnerships for the department.
• Enters all purchase requisitions into software and coordinates the conversion of requisitions to purchase orders.
• As back-up to Financial Specialists, completes daily mail run to City Hall.
• Assists, as needed, in cash deposit for submission to the Finance Department in the absence of fellow employees.
• Processes payments of invoices via Requests for Checks in MUNIS.
• Processes electronic payments of utility bills by utilizing City Procurement Card.
• Departmental coordinator for all travel plans by employees who may be attending conferences/training, up to and including the travel reconciliation process which is submitted to the Financial Management Department.
• Other duties as may be assigned.

MINIMUM QUALIFICATIONS
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.

EDUCATION AND/OR EXPERIENCE
Graduation from an accredited high school or possession of an acceptable equivalency diploma required. Graduation from an accredited college or university with an Associate’s degree in business-related field preferred. Five (5) years of progressively responsible work experience involving staff assistance and advanced clerical support work required. Possession of valid Florida driver’s license and maintenance of clean driving record required.

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

KNOWLEDGE, SKILLS, & ABILITIES

• Knowledge of business English, spelling, and punctuation to prepare documents, compose letters, etc.
• Knowledge of office practices and procedures.
• Knowledge of the Department and City’s policies, procedures, and practices.
• Ability to analyze a variety of administrative problems and to make sound recommendations.
• Ability to focus on the positive in every situation.
• Ability to model respect for individuals, teams, and the organization.
• Ability to stay centered when challenged.
• Ability to establish and maintain the trust and confidence of the department and public.
• Ability to communicate effectively in writing and orally.
• Ability to work under pressure and meet deadlines.
• Ability to follow through with assigned tasks.
• Ability to be punctual and be a dependable member of the department.
• Ability to establish and maintain effective working relationships with employees and the public.

PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly required to sit, talk, hear, and use hands to finger, handle, or feel. The employee is frequently required to walk and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, and crouch. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision and ability to adjust vision.

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.

12 paid holidays per year

Vacation Leave:
1-3 years- 10 days
4-9 years- 15 days
10-19 years- 20 days
20+ years- 25 days
PT employees accrue depending on hours worked
Personal Days:
2 days for non-exempt employees per year
3 days for exempt employees per year

Sick Time:
FT employees accrue 8 hours per month
PT employees accrue 4 hours per month

Retirement Plan:
The City contributes an amount equal to 11.4% of an eligible employee’s biweekly earnings into a 401(a) Defined Contribution Plan. Employee contributes 1%.
457 Deferred Compensation Plan and Roth IRA
$50,000 Basic Term Life Insurance
$50,000 Accidental Death & Dismemberment Insurance
Short-Term and Long-Term Disability
Health, Vision and Dental Insurance

Optional Benefits:
Tuition Reimbursement
Flexible Spending Account
Wellness Program
Health Reimbursement Account
Employee Assistance Plan
Supplemental Life
Legal insurance

The of City Port St. Lucie provides a wide array of benefits to meet the diverse needs of our employees. For additional details on benefits offer by the City of Port St. Lucie, see the link below.

01

Do you have a high school diploma or equivalent GED? A high school diploma or GED must be presented at time of employment.

• Yes
• No

02

Do you have a valid driver’s license?

• Yes
• No

03

Do you have a clean driving history?

• Yes
• No

04

Do you have aminimum of five (5) years of progressively responsible work experience involving staff assistance and advancedclerical support work?

• Yes
• No

05

Do you have an Associates Degree in a business-related field?

• Yes
• No

Required Question