Administrative Assistant – Commission Aide

Purpose of Classification

The purpose of this classification is to perform professional and administrative work directly under the supervision of the City Manager to support the City Commission and other City Manager staff. Coordinates and performs various program and office administration duties relative to City operations.

Essential Functions

The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions 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.

Answers telephone lines and greets the public; directs incoming calls to appropriate staff and takes messages; responds to routine inquiries regarding department and/or City operations; provides general assistance as needed. Refers questions, issues, and/or complaints to the appropriate person for resolution.

Schedules appointments and meetings and performs routine secretarial tasks as directed; types correspondence, memos, and reports using word processing applications on personal computer.

Establishes automated records, files and lists; queries records and reports; prints reports, forms and records; performs data entry work and creates computer spreadsheets and data reports; summarizes, tabulates and/or prepares lists, reports, spreadsheets, work orders, and charts relating to department operations and activities.

Composes and edits a variety of correspondence, reports, memoranda, and other material requiring judgement as to content, accuracy, and completeness.

Copies and collates documents for various meetings; prepares agenda packets for mailing; reserves rooms and facilities for meetings; assists with meeting set-up arrangements.

Stamps and distributes incoming mail; prepares packages for mailing and coordinates pick-up.

Performs research work and participates in special projects; complies data for and prepares monthly, annual, and special reports.

Performs procurement of department materials and supplies, including processing requisitions and invoices.

Prepares proclamations for the City Commission agenda.

Assists with travel plans for staff, elected officials, as directed.

Assists with records verification and disposition.

Verifies documents are scanned into Laserfiche prior to final approval of records disposition.

Completes, types, and/or processes various forms and records such as court records, budget forms, cash receipts forms, personnel and payroll records, invoices, purchase requisitions, inventory lists, work requests, work tickets, order forms, legal documents, and others.

Stamps and distributes incoming mail; prepares packages for mailing and coordinates pick-up.

Maintains office records and files; prepares records for storage; deletes old records and files.

Copies, collates, and faxes documents.

Uses standard office equipment including telephone, computer, typewriter, calculator, copier, and facsimile; may operate a two-way radio.

Represents the City Manager's department at meetings, as assigned; attends meetings with the City Manager as needed.

Operates a City vehicle to run errands as required.

Assists office staff with special projects as directed.

ADDITIONAL FUNCTIONS

Performs other related duties as required.

Minimum Qualifications

• High School or valid equivalent; and
• Two (2) years of experience involving related clerical and administrative work; and
• Possess [or able to obtain within fourteen (14) days of hire] and maintain a valid Florida driver's license

PREFERRED QUALIFICATIONS
Minimum Qualifications for education and experience must be met before consideration of the following Preferred Qualifications:

• Associate degree preferred;
• Experience working for a municipality preferred.

Supplemental Information
COMMUNICATION COMPETENCIES

Effectively communicates with supervisor, elected officials, employees, other departments, contractors, engineers, companies, vendors, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Accurately and expeditiously receives and delivers messages and information to the appropriate individuals.

Ability to prepare accurate and thorough written records and reports.

Ability to understand and follow oral and written instructions and to complete assigned tasks with minimal supervisory direction.

Ability to understand and quickly and accurately follow brief oral and written instructions on moderately complex matters.

Ability to establish and maintain harmonious working relationships with Supervisor, customers, other employees, other departments, other governmental and regulatory agencies, and the general public as needed.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of administrative policies and procedures.

Demonstrative ability to provide high and quality customer service.

Demonstrated ability to evaluate issues and recommend reasonable solutions.

Ability to accurately, effectively, and respectfully communicate digitally, orally, and in writing.

Ability to accurately perform general and specific clerical and administrative functions.

Ability to multitask and manage a varied workload.

Ability to operate computers utilizing Microsoft Office programs.

Demonstrated ability to establish and maintain effective and harmonious working.
relationship with all person interacted with during the performance of duties.

VETERANS' PREFERENCE

Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority in the City's hiring process. Additionally, certain servicemembers may be eligible to receive waivers for postsecondary educational requirements in employment by the City.

Full-time employees (those regularly scheduled to work at least 30hours per week) are eligible for the City's benefit package.

The City of Boynton Beach's comprehensive benefits packageincludes:

• Student Loan Forgiveness
• Health Insurance
• Dental Insurance
• Vision Care Plan
• Basic Term Life Insurance
• Supplemental Life Insurance
• Dependent Life Insurance
• Accidental Death and
Dismemberment Insurance
• CityPension Plan
• Short Term Disability and other Supplemental Plans
• Long Term Disability Insurance
• Employee Assistance Program
• 457 Savings Plan (three options)
• Paid Annual Leave / Vacation
• Bonus Vacation Hours

• 12Paid Holidays
• Paid Sick Leave / Family Sick Leave
• Educational Assistance Program *( Depending on budget funding )
•On-site Training Program
• Wellness Program
• Pre-Paid Legal and Identity Theft Protection Plans
• Credit Union
• Tax Deferred 125 Premium Plan
• Flexible Spending Account
• Direct Deposit
• Social Security

Student Loan Forgiveness
Let your City of Boynton Beach employment work for you! Under the U.S. Department of Education's Public Service Loan Forgiveness (PSLF) program, your student loan balance may be forgiven after you have made 120 qualifying monthly payments while working full-time with a governmental agency. Visit StudentAid.gov/publicservice for more information or to see if you qualify.

Health Insurance
The City pays the entire premium for an eligible employee. The employee may elect to cover a spouse and/or dependent children by paying the applicable premium for the dependent(s).

Dental Insurance
Premiums for eligible employeesare paid by the City. Premiums for any covered dependent are paid by the employee with a contribution by the City.

Vision Care Plan
Premiums for eligible employees are paid by the City. Premiums for any covered dependent(s) are paid by the employee.

Life Insurance / Accidental Death and Dismemberment Insurance
The City provides each eligible employee with term lifeandaccidental death insurance.

Supplemental Life Insurance / Supplemental AD&D Insurance
Employees may purchase supplemental term life insurance on an individual-choice basis with premiums based on age. A matching amount of Accidental Death insurance may also be purchased.

Dependent Life Insurance
Employees who select supplemental coverage for themselves may also purchase coverage for their spouse and dependent children.

City Retirement / Pension Plans
The City has pension plans for general employees, police, and firefighters. Each plan is contributory with both the employee and the City contributing to the program.

Supplemental Plans
Supplemental plans provide direct cash payments regardless of any other coverage you may have, and are designed to help fill in any gaps in a medical plan. The employee pays the premiums for these supplemental plans.

Short and Long Term Disability
The City provides Short and Long Term Disability insurance to eligible employees. The plan is designed to cover a disability sustained on or off the job.

Employee Assistance Program (EAP)
The City contracts with an employee assistance program (EAP) toprovide employees and their dependentswith free, confidential and professional counseling to help resolve personal or family problems.

Deferred Compensation Plans (457 Plans)
The City makes available three deferred compensation plans that the employee may voluntarily contribute to on a tax-deferred basis.

Vacation
All full-time employees accrue time toward paid vacation leave. Accrual begins immediately and vacation may be taken after six months of employment.

Holidays

The City observes 12paid holidays throughout the year.

Sick Leave / Family Sick Leave
Full-time employees accrue one day ofsick leaveper month. An employee may elect to use up to 5 days per year of accrued sick time for illness in his/her immediate family.

Tuition Assistance *( Depending on availablebudget funding )
The Tuition Assistance Program reimburses eligible employees for successful completion of approved courses leading to Associate, Bachelor and Master degrees.

Wellness Program
The City offers many wellness activities and programs throughout the year.

Prepaid Legal Services and Identity Theft Protection Plan
Employees may chooseto enroll ina prepaid legal service plan and an identity theft protection plan. The employee pays the premiums for these plans.

Credit Union
All City employees mayjoin the Credit Union of Palm Beach County. In addition to savings and checking accounts, the Credit Union offers different types of loans, investment choices and recreational opportunities.

Section 125 Plan for Health and Dental Premium
Section 125 of the Internal Revenue code allows you to have your dependent coverage premiums deducted before payroll taxes are withheld resulting in tax savings to you.

Flexible Spending Accounts
Employees mayparticipate in flexible spending accounts for reimbursement of medical and/or dependent care expenses.

Direct Deposit
Employees may have their bi-weekly paycheck deposited to the financial institution of their choice.