Job Description

Posting number: 202603294

Department: PARKS AND RECREATION DEPARTMENT

Division: COMMUNITY CENTER

Job classification: Administrative Assistant - Parks and Recreation

Posting type: Open & Promotional

Categories: Administrative Assistant

Summary

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

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

Please note that this is an external job posting intended for non-city employees. If you are a current city employee applying through this posting, your application will not be reviewed with other internal candidates. In order to be considered with internal candidates, please apply on the internal posting by clicking HERE.

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.

The starting hourly rate for this position is $24.57 - $28.25 depending on qualifications.

This position is considered an "Essential Position" for the purpose of Emergency Management. Emergency duties will be assigned as needed. This position requires 24 hours a day, 7 days per week availability during City of Port St Lucie emergencies, as determined by City Administrators, Emergency Manager or City Officials.

Examples of 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.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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. A minimum of five (5) years of progressively responsible work experience involving staff assistance and advanced clerical support work required.

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

CERTIFICATES, LICENSES, REGISTRATIONS

• Possession of valid driver’s license and maintenance of clean driving record required with the ability to obtain a valid Florida driver’s license within 30 days from date of hire.

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.

Supplemental information

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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.

Documentation Requirements

Please Read Carefully

Applicants, including City of Port St Lucie employees, must upload and submit attached copies of their education credentials with the employment application. Please be sure to attach all required documents to your employment application each time you apply. Uploaded documents remain in your online profile, but they will not attach automatically, and you will be deemed ineligible without the proper documentation.

ALL DOCUMENTS SUBMITTED MUST BE CLEAR, LEGIBLE, AND IN PROPER FORMAT.

THE FOLLOWING DOCUMENT(S) ARE REQUIRED AT THE TIME OF APPLICATION AND ARE ACCEPTABLE FORMS OF PROOF:

1. Proof of education in the form of a diploma, degree, or transcripts. Foreign diplomas/degrees must be submitted with a credential evaluation report from an approved credential evaluation agency*. Translations of diplomas/degrees are not accepted. Audit/Academic reports are not accepted as substitutions for college transcripts.
2. Driver's License: A Valid Driver's License from any state (Equivalent to a State of Florida Class E) may be utilized upon application; however, within thirty (30) days from the date of hire, a State of Florida Driver's License (Class E or higher) must be presented.

*Approved Credential Evaluation Agencies:

Credential evaluation reports showing the United States equivalency for academic credentials earned in other countries may be provided by:

• An accredited four-year college or university in the United States, OR
• A current member of the National Association of Credential Evaluation Services (NACES), OR
• A current member of the Association of International Credential Evaluators (AICE), OR
• A recognized Professional Organization

For an additional list of approved credential evaluation agencies, visit the Florida Department of Education

It is the applicant's responsibility to ensure that all required documents submitted with the employment application are in a format that is acceptable, clear, and legible for eligibility determination or risk being disqualified.

Applicants, including City of Port St Lucie employees, must completely detail their work experience on the employment application or risk being disqualified. Resumes will not be reviewed in place of the employment application.

It is the applicant's responsibility to update their online profile with personal data, work experience, education, and certifications when submitting application(s); failure to do so may result in disqualification.