Administrative Assistant

Recruitment Range: $40,248.00-$46,784.40 annually, depending on knowledge and experience.

QUALIFICATIONS
Education and Experience:

• Graduation from an accredited college or university with an Associate's Degree in business administration, public administration, accounting, or related field; 
• And four (4) years of experience providing clerical assistance with the daily operations of an office.;
• Or an equivalent combination of education and experience. 

 
Licenses or Certifications:

• Possession of an appropriate driver’s license for equipment operated and any license, training, or certification required by law or regulation to complete assigned tasks.

 
Special Requirements:

• None.

JOB SUMMARY
This is responsible entry-level professional and administrative work.
 
An employee in this class has specialized duties, which require the application of experienced professional and administrative knowledge.  An employee in this class exercises considerable independent judgment and has latitude in performing duties.  Work is evaluated through results attained.   


ESSENTIAL JOB FUNCTIONS

• Oversees and coordinates operational administrative functions within assigned departments or divisions; serves as a cross-departmental liaison to ensure smooth daily operations, compliance, and task execution under the direction of the Director/Administrator.
• Processes public records requests using web-based software in compliance with Sunshine Laws; manages, scans, and indexes confidential files; oversees statutory file retention and destruction schedules. 
• Processes accounts payable/receivable, invoice payments, and purchase orders; tracks project costs and reconciles ledgers and reports with Finance.
• Assists in annual budget preparation and budget transfers; tracks, logs, and prepares required compliance reporting and documentation for federal, state, and local grant-funded programs.
• Performs specialized administrative tasks, including scheduling specialized municipal spaces or departmental facilities.
• Coordinates vendor workflows, bid documentation, service agreements, and contracts; monitors contractor performance and compliance with established terms prior to approving invoices.
• Prepares and processes biweekly departmental payroll, Personnel Action Forms, travel/training requisitions, and other confidential personnel documentations.
• Delivers exceptional customer service by answering multi-line phones, screening and routing calls, greeting visitors, drafting official correspondence/memos, taking meeting minutes, and addressing inquiries from the public, staff, and elected officials.
• Creates and maintains complex spreadsheets, databases, and operational logs to track project statuses, property inventory, and asset records; oversees the ordering and distribution of operational and office supplies.
• Performs other related duties as assigned. 

 
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description. 
 

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of bookkeeping, accounting guidelines, standard office procedures, terminology, and best practices to include detailed application of defined applied industry methodologies as needed to oversee and complete work of assigned functional areas.
• Knowledge of Federal, State, and City laws, rules, regulations, and policies as needed to ensure compliance with established mandates associated with assigned functional area(s). 
• Knowledge of techniques and best practices associated with records, file, and database management as applied to multiple projects, functions, and department/division budgetary cost centers. 
• Ability to recognize if/when a decision can be made or if it should be escalated to a higher level manager for input.
• Ability to make sound judgements and recommendations based on objective observations and analysis as needed to effectively oversee and coordinate assigned functional areas.
• Ability to organize and interpret data and write reports in various formats such as spreadsheets, charts, PowerPoint presentations and other instruments as needed to present information related to assigned functional area(s). 
• Ability to perform complex mathematical computations with speed and accuracy.
• Ability to be detailed in completion of job tasks as needed to ensure the integrity of information and allow for accurate data to be provided to management for consideration and effective decision making.  
• Ability to establish and maintain effective working relationships with associates and the general public.

PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly required to use hands and fingers to hold or feel, reach with hands and arms, walk, talk and hear.   The employee is occasionally required to stand, sit, climb, balance, stoop, and crouch.  Specific vision abilities include near distance, far distance, color, peripheral vision, and depth perception.


WORK ENVIRONMENT
The noise level in the work environment is usually moderate. Some jobs may require an employee to be exposed to outside weather conditions, wet and/or humid conditions. 
 
The City of Pensacola has the right to revise this job description at any time. This description does not represent in any way a contract of employment.

The City of Pensacola provides equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, ancestry, national origin, citizenship, sex or gender (including pregnancy, childbirth, and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, religion, age, disability,  genetic information,  service in the military, or any other characteristic protected by applicable federal, state, or local laws and ordinances. Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training.