Administrative Assistant II - City of Brooksville, FL

STARTING PAY: $15.00/hr

BENEFITS OF WORKING FOR THE CITY OF BROOKSVILLE:

20 days of PTO for the first year (unutilized hours roll over) and accrual increases with years of service

12 paid holidays and 2 floating holidays

Flexible scheduling for participating departments

Florida Retirement System Pension and Investment Plan

Employer paid health coverage

Tuition reimbursement up to $5,250 a year!

JOB SUMMARY/OVERVIEW OF THE POSITION: This is an administrative position requiring the performance of diverse clerical and administrative work for the Cemetery division, primarily assisting the Cemetery Supervisor/Arborist The position requires a broad range of administrative and clerical support experience; duties include preparation of correspondence, work orders, data collection for reports, scheduling appointments for public, etc. May occasionally be scheduled to work overtime/weekends. Qualifications and a summary of essential and related duties and responsibilities are set forth below.

ESSENTIAL JOB FUNCTIONS:

• Performs a broad range of clerical and administrative support functions, assisting staff and management personnel in the performance of their responsibilities.
• Greeting family members and friends
• Completing required permits and / or certificates
• Receiving and / or processes payments and/or contracts
• Ordering supplies, filing and responding to inquiries
• Ensures that the required documentation to support requested products and services is accurate and complies with state, federal and city rules and regulations
• Preparing weekly burial schedules reports, and documents
• May serve as a backup for payroll processing
• Maintaining and verifying the accuracy of logs associated with markers, interments and/or cremations
• Acts on calls from external customers, including other cemeteries and mortuaries, to provide product and service selections, to include disposition of remains, contracts, and payments
• Proficient in the utilization of CIMS (Cemetery Information Management Software)
• Organizes and maintains all administrative files, records and documents.
• Analyze historical documents relating to cemetery tenants, recreate lost/damaged documentation for files pertaining to interments.
• Performs Cemetery lot sales and deed recordings as a back-up to Cemetery Supervisor and Cemetery Services Specialist • Interacts with funeral homes and families related to lot purchases, interment process and issuance of cemetery deeds.
• Analyze operating procedures and purpose modifications to reduce operating costs and/or improve efficiency.
• Understand and apply City and Cemetery specific rules and regulations and effectively relay these rules and regulations to the public.
• Receives, responds to and/or routes calls, mail, and e-mail.
• Prepares and ensures proper record disposition.
• Reviews office procedures and recommends changes to improve efficiency and effectiveness of office operations. • Work safely, diligently and responsibly at completing assigned duties.
• Perform other duties not specifically enumerated within the job functions listed above as may be required at the discretion of the city.

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability and willingness to accept responsibility for the effective implementation of assigned policies and procedures.
• Ability to analyze written reports containing factual and mathematical data and apply the information in completing assigned responsibilities.
• Ability to set up and maintain complex filing and related record systems.
• Skill and accuracy in the operation of a computer and other office equipment.

MINIMUM REQUIREMENTS LISTED AS FOLLOWS:

• Knowledge of or ability to learn appropriate policies, ordinances and laws that may apply to the functions of the Cemetery Division.
• Knowledge of public records and management.
• Knowledge of the operations of the City and Florida local government
• Ability to read, comprehend, implement and complete oral and/or written directions in English.
• Ability to work with limited direction.
• Ability to prioritize and organize work. Ability to effectively communicate orally and in writing.
• Ability to compile data from various sources, departments, etc.
• Ability to work in a simultaneous multi-task environment.
• Skills in public speaking and public relations.
• Skills in customer service and dealing with irate individuals and problem solving.
• Skills in completing work with a high degree of accuracy.
• Skills in developing procedures or systems for implementing programmatic functions

EDUCATION, TRAINING AND EXPERIENCE: High school diploma or the equivalent required. Three (3) years of experience in clerical/administrative work with proficiency in office/administrative computer software programs including Microsoft Office (Word, Excel, PowerPoint, and Outlook). Prefer experience in field of local government,

PHYSICAL SKILLS: Use of both hands with majority of fingers in each hand. 20/40 vision (in at least one eye), and be able to hear and understand and verbally communicate in English at normal conversational levels in a typical governmental office (corrective devices acceptable). Motor skills ability to operate office equipment without excessive accommodation, and a good depth perception.

LICENSES, CERTIFICATIONS OR REGISTRATIONS: Valid Florida driver's license and must be insurable by City's current insurance carrier.

ADA STATEMENT: A qualified employee or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act.

DRUG-FREE WORKPLACE: City of Brooksville is a drug-free workplace in accordance with Federal and Florida law.

VETERANS' PREFERENCE: Under Section 295.07, F.S., Chapter SSA-7, City of Brooksville provides to Veterans, that preference in appointment will be given to preference-eligible applicants.