Administrative Assistant I 051723 - (Human Resources)

• Conducts timely audits of multiple record databases to ensure accuracy and compliance with established procedures
• Researches and compiles information from a variety of sources in connection with special reports; assembles material for supervisor's reply to correspondence demanding superior's personal attention
• Opens, screens and distributes mail; highlights important parts of instructions, orders, and regulations, and organizes mail according to priorities; maintains control of correspondence flow through office; ensures that report dead-lines are met and that all information distributed is complete
• Composes correspondence from verbal instructions of superior, and independently drafts replies to inquiries; reviews correspondence prepared by others for superior's signature to ensure correct grammar, format and completeness
• Performs related work as required
• Receives and screens telephone calls and visitors; responds to requests for information by answering questions where there are established policies or regulations, or precedent actions taken by supervisor, responds to recruitment inquiries as assigned
• Establishes and maintains office filing systems; reorganizes personnel records as required; establishes subject matter files for superior; purges files of unnecessary items according to established policies and procedures
• Record-management and log maintenance of various activity and production records; requisitions, personnel action forms and related department forms
• As assigned, relieves supervisor and staff of clerical and administrative details in matters not requiring policy decisions concerning organizational activities and established policies and procedures

• Three (3) years of experience assisting an executive in the study, analysis, and review of administrative programs, projects, policies, and procedures; assisting in the solution of management and administrative problems; or overseeing programs, projects, or administrative functions

• Two (2) years of experience as an administrative assistant or Administrative Support IV with the City of Sunrise

• An acceptable combination of education, training and professional experience
• Experience must have included researching problems/issues, the exercise of judgment and discretion in presenting recommendations and solutions, and independently composing memoranda, reports, and other correspondence

• Must have experience in confidential records management and public records

NECESSARY SPECIAL QUALIFICATIONS

• Must pass a Microsoft Word, Excel and Keyboarding assessment.

• Extensive front-desk reception experience including use of multi-line telephone system and exceptional customer service skills highly preferred
• Experience with NeoGov, Tyler Munis, Kronos, preferred
• Experience working in a Human Resources Department highly preferred
• Proficiency with Microsoft Word and Excel required

• Light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials up to twenty (20) pounds. Descending and climbing stairways and extended periods of sitting and standing o may be required

• Work is performed primarily in a standard office environment. Tasks are regularly performed without exposure to adverse environmental conditions

• The ability to perceive and differentiate visual cues or signals. Tasks require the ability to communicate orally and in writing

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of the organizational structures, functions, operations, objectives and goals of municipal government
• Considerable knowledge of the techniques and methods used in administrative analysis
• Knowledge of executive protocol and the proper order of etiquette in conducting administrative assistant activities with responsible City and other officials
• Ability to establish and maintain effective working relationships with City officials, other City departments, fellow employees, supervisors, outside agencies, and the general public
• Considerable knowledge of the functions, processes and principles of management
• Knowledge of modern office procedures, practices and equipment
• Ability to express ideas clearly and concisely, verbally and in writing
• Ability to acquire knowledge of supervisory principles and practices
• Ability to acquire knowledge of the structure and function of various City departments
• Ability to operate a personal computer and other office machines with accuracy and speed
• Ability to research and develop information from a variety of sources
• Knowledge of computer-related terminology and of data processing equipment capabilities and limitations
• Ability to supervise a staff of subordinate professional and clerical personnel
• Ability to communicate effectively and persuasively, both verbally and in writing
• Knowledge of appropriate laws, rules, regulations and procedures governing City operation
• Considerable knowledge of Human Resources polices and operational procedures
• Ability to select and/or devise analytical techniques and methods suited to the solution of management problems
• Knowledge of supervisory principles and practices
• Ability to prepare detailed written reports and procedures
• Ability to manage projects effectively and meet deadlines; ability to manage multiple, high-priority assignments
• Ability to withstand pressure of competing priorities and varied responsibilities and works efficiently and effectively to develop win-win solutions