Office Assistant - City of Venice, FL : Job Details

Salary: $44,326.25 - $64,714.98 AnnuallyLocation : Venice, FLJob Type: Full-TimeJob Number: 2296Department: UtilitiesDivision: Utilities AdminOpening Date: 01/07/2025DescriptionStarting salary to commence at $44,326 except in extenuating circumstances. General Statement of JobResponsible, complex secretarial and administrative work assisting a department or major division in the operation of assigned functions. Prepares correspondence independently; performs administrative duties and other functional tasks and may perform payroll and personnel related duties, as directed with latitude for the use of independent judgment. City Expectations:Certain essential city services are required to be maintained in any civil emergency. Depending upon the type of emergency, any and all employees may be activated as essential employees in the event of an emergency. Duties & ResponsibilitiesSpecific Duties and ResponsibilitiesEssential Functions:

Performs all general office functions including, but not limited to, data input, records management, procurement, training, communications, payroll, etc.

Responsible for all routine departmental or divisional personnel related documentation.

Addresses public inquiries and complaints regarding department operations, policies and projects.

Serves as the departmental/divisional liaison with other city departments, elected officials, regulatory agencies, private industry, and the general public.

Interprets and coordinates all applicable governing regulations and compliance requirements.

Conducts research, compiles information including statistical data and prepares required/ requested reports or projects for distribution. Coordinates public awareness mailings and other information as needed.

Composes correspondence and develops/updates directives, bulletins, schedules, agendas, forms, and brochures.

Plans, schedules, coordinates, and participates in departmental/divisional meetings, conferences or committees. May be required to attend and/or compose minutes.

May assist in budget administration and monthly procurement expenditures.

Contributes to improving the operations and efficiency of all work processes to decrease turnaround times, streamline procedures, and provide quality customer service.

Responsibilities:Responsible for the coordination, accuracy, and timeliness of all assigned functions and operations. Responsible in work to the Department Director or designated supervisor. Minimum QualificationsMinimum Education and TrainingHigh School Diploma/equivalent and two years responsible clerical/administrative experience.Minimum Qualifications and Standards RequiredSkill Requirements: Must be able to coordinate the functions of a multi-faceted operation effectively handling multiple priorities and the pressure of deadlines. Must be able to communicate in a clear, professional manner and to establish and maintain effective working relationships with elected officials, vendors, supervisors, co-workers and the general public. Ability to work independently with minimum direct supervision. Possess a valid Florida Driver's license, free of any serious violations.Requires a working knowledge of the current version of the Microsoft Office Professional software suite including proficiency with Word and Excel. Must have a basic understanding of the current version of the Microsoft Windows operating system. Familiarity with Central Square Software applications based on an iSeries system is preferred. Working knowledge of current versions of Internet browsers and Microsoft Outlook is also highly recommended. Ability to learn specific computer applications used in the Department.Physical Requirements: Work is essentially sedentary with occasional walking, standing, bending, and carrying items under 25 pounds such as books, papers, etc. Requires finger and wrist dexterity and hand/eye coordination to perform keyboard functions. Ability to see; hear well, with or without aids; and speak clearly and distinctly. Reasonable accommodation will be considered for individuals with physical disabilities. Supplemental InformationWorking Conditions:Work is primarily performed in an office environment.Other: It is understood that every incidental duty connected with operations enumerated in the job description is not always specifically described, and employees, at the discretion of the City, may be required to perform duties not within their job descriptions.Applicants (with the exception of current city employees) given a conditional offer of employment will be subjected to physical examination, drug, tobacco/nicotine screening, review of driver's license record, criminal background, and references from previous employers.The City of Venice values the service that veterans and their family members have given to our country and supports the hiring of returning service members and military spouses. Veterans' preference is available for certain service members, veterans, and family members.The City of Venice is an Equal Opportunity Employer and a Drug Free WorkplaceThe City of Venice offers a complete benefits package to full-time employees including voluntary enrollment in:

• Health Insurance (Employee, Employee +1 or Family)
• Dental Insurance (Employee, Employee +1 or Family)
• Vision Insurance (Employee or Family)
• FRS - Florida Retirement System
• Deferred Compensation Plan - 457b
• Flexible Spending Account
• Life Insurance (Employee, Spouse & Dependent Children)

AND the following City paid benefits:

• Accidental Death & Dismemberment
• Basic Life Insurance (1x employee's annual salary)
• EAP - Employee Assistance Program
• Short-term Disability
• Long-term Disability
• 11 Paid Holidays
• Vacation (8 hours/month, increases with tenure)
• Sick Leave (8 hours/month)

01 What is your highest level of completed education?

• Did Not Graduate Highschool
• Highschool Graduate or Equalivent
• Some College, No Degree
• Associate's Degree
• Bachelor's Degree
• Master's Degree or Higher

02 If you possess a degree, what is your Major/Degree subject? Enter N/A if you do not have a college degree. 03 Do you possess a valid driver's license free of any serious violations?

• Yes
• No

04 What is your Driver's License number? 05 How many years of professional work experience do you have within a clerical or administrative role?

• No prior experience
• 1 to 3 years
• 3 to 5 years
• 5 to 7 years
• More than 7 years

06 Do you have past work experience using a multi-line telephone system? (Prior experience not required)

• Yes
• No

07 Which of the following describes your level of proficiency using Microsoft office products (Microsoft word, Excel, PowerPoint)?

• I do not have enough skills to meet the definition of Basic level below.
• Basic
• Intermediate
• Advanced

08 Do you have past work experience with any of the software systems below? (Prior experience not required)

• AS400
• Central Square
• GovQA
• LaserFiche
• Navaline
• None of the Above

09 If you indicated Yes to the previous question, please let us know which of the following software you have experience with... AS400, CentralSquare or Navaline. 10 Do you have past working experience with Water and/or Sewer Utilities? (Prior work experience is not required.)

• Yes
• No

11 Are you able to work a flexible schedule that could include nights, weekends or holidays; especially during declared emergencies?

• Yes
• No

12 The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview. By completing this supplemental questionnaire you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal.

• Yes, I understand and agree
• No, I do not agree

Required Question