Administrative Assistant - GSA, Fleet Division

"Position Overview

General Function:

Specialized and responsible secretarial and administrative work by assisting the Fleet Manager. Administrative Assistant assists in overseeing the day-to-day operations of the division. Work involves handling all correspondence and general office duties. Must be proficient in Microsoft Word and Excel.

Work requires application of independent judgment, as well as clerical, receptionist, and secretarial abilities. Work involves the performance of clerical and administrative duties, which require detailed knowledge of departmental operations. Skill in operation of personal computer, form generation, multiple telephone lines, copy machines and printing systems, and record maintenance.

Reports To:

Fleet Manager

Supervisory Responsibilities:

None

Key Duties & Responsibilities

Essential Duties and Responsibilities:

• Provides administrative assistance to the Fleet Manager.

• Receives incoming calls from public and city personnel, listens to request or complaints, determines appropriate actions within limits of delegated authority, initiates action necessary, follow up to obtain feedback as to disposition.

• Creates and maintains reports and records according to accepted record-keeping practices.

• Performs typing, correspondence, process invoices for payment. Reports, memos, bulletins.

• Prepare departmental requisitions, budget transfers, and field purchase orders (FPO’s).

• May assist in registration and arrange for travel & training for department.

• Supports contract submission process, which includes working with vendors to obtain quotes and request required documentation, as well as submittals through the contract database system.

• Opens and sorts incoming mail and answers requests and complaints as needed. Post notices and written materials on divisions bulletin board, ensures material is up to date.

• Maintains inventory log, handles problems for employees on a daily basis such as uniforms, supplies, etc. Keeps up to date vehicle and equipment list for all city vehicles by department and vehicle number.

• Prepares fuel and parts usage reports each month and distributes to all departments monthly. Monitors and record fuel inventory levels and places orders for fuel when needed.

• Prepares and processes Fleet Management purchase orders and helps maintain and operates the computerized fuel system.

• Assists in control of computerized parts inventory systems, ordering of parts and general overall parts department functions.

• Assist customers when they bring their vehicles in for service, prepare work orders for mechanics and distribute, post all parts to work orders, contact customers when the vehicle is ready for pickup and close work orders when turned in by the mechanics.

• Monitors radio and dispatches mechanics on service calls.

• Assists in preparation, input, and maintenance of annual budget.

• Attends seminars and workshops related to administrative duties and responsibilities.

• May perform other job-related duties as assigned by the Fleet Manager.

• Operates with skill and proficiency, calculator, copy machine and computer equipment.

• Performs other clerical duties as needed or assigned.

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 or four (4) days of ten (10) 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.

• Qualifications & Work Environment

Requirements:

• Must possess a high school diploma or its equivalency.

• A minimum of two (2) years of secretarial experience is required.

• Must be proficient in Microsoft Word and Excel.

• Ability to take and pass typing tests as existing for the position.

• Must be able to comprehend and follow written and verbal instructions.

• Must possess a valid Florida driver's license with a clean driving record.

• Must pass a background screening process.

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.

• Employment Policies & Core Values

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."

nan

nan