City of Tampa

This is highly responsible office administrative and supervisory work.

An employee in this class is responsible for supervising and independently performing a wide variety of highly complex administrative assignments of considerable difficulty. Under direction, employees are required to exercise considerable initiative and independent judgment and to work effectively with the public, municipal officials, and others. Employee serves as the principal administrative assistant to a high-level department manager, director, or as administrative office supervisor. Employees must also apply specialized and/or technical knowledge and experience in the interpretation and completion of assignments in accordance with municipal and departmental rules, regulations, procedures, and ordinances. Work is reviewed through conferences, observations, reports submitted, and results obtained.

Serves as a principal administrative assistant exercising supervision over such areas as customer service, records maintenance, and accounting; implements new and revised procedures; establishes and promotes effective working relationships with the public, municipal officials, and other employees through diplomatic communication and processing of inquiries and complaints.

Supervises and trains subordinate administrative and clerical personnel; performs the most complex secretarial activities to include typing, and taking and transcribing dictation when necessary; composes, edits, and prepares correspondence, reports, and forms, as well as resolutions, legal documents, and contracts.

Prepares budgets, drafts RFPs for services, and serves as the Chief Financial Officer during a state of Emergency.  Oversees department contracts, and processes purchasing and/or personnel requests.

Plans, directs, supervises, coordinates, and reviews the work of subordinate employees performing tasks such as customer relations, cashiering, accounts receivable, delinquent accounts collection, records maintenance and research, and reconciliation of accounts.

Recommends personnel actions such as discipline, reprimands, demotions, suspensions, and dismissals; approves leaves and training requests; may process all personnel/payroll actions for the assigned work unit.

Reviews and approves periodic and special statistical, financial, and other reports; establishes and maintains specialized files and record keeping systems; resolves errors and problems in accounts, payments, etc. in order to facilitate processing; verifies customer account information or checks activity account information; compiles financial data for budget preparation; answers telephone and takes messages, answers questions or forwards calls.

Operates, cleans, and performs minor adjustments and maintenance on various office machines, as required.

Performs related work as required.

Knowledge of: business English, grammar and mathematics; rules, regulations, procedures, and functions of the department or area to which assigned in addition to appropriate municipal, state, and federal codes, ordinances, resolutions, regulations, and legislation; standard office practices, procedures, and equipment; municipal organization, programs, and policies; financial and budgetary principles, practices, and procedures, where required; effective supervisory techniques. operation computers and related software.

Skills in: keyboarding application and taking/transcribing dictation, where required; operation and minor maintenance of office machinery and equipment, where required.

Ability to: follow complex instructions, assimilate information, interpret written and numerical data, and arrive at decisions independently in accordance with established rules and regulations; locate, organize, and analyze data from files and other records; prepare and edit clear and concise written reports; compose, edit, and correct correspondence and reports for final drafts and production; plan, assign, direct, supervise, and review the work of subordinate personnel; establish and maintain effective working relationships with employees, municipal officials, and the general public.

Mobility— mostly sedentary, indoors, occasional standing and walking; occasional pushing, pulling, balancing, bending, twisting, climbing, kneeling, squatting; Lifting/Carrying—occasional 20 pounds or less; Dexterity — frequent handling, reaching, grasping, and fingering; Hearing/Talking — frequent hearing and speaking normal speech and speaking loudly over equipment noise; occasional hearing/talking on a radio; Visual —frequent use of good overall vision, at normal or corrected to normal acuity; frequent use of depth perception and peripheral vision; occasional reading and close-up work; very frequent use of computer, attention to detail, transcription/proofreading Environmental — frequent outdoors, occasional exposure to dirt, dust, smoke, fumes, and odors; occasional exposure to varied weather conditions; Emotional/Psychological — frequent concentration and working independently; Special Requirements — working overtime, weekends, nights, holidays and/or emergency call-back; occasional travel

Graduation from an accredited high school, supplemented by college or courses in business administration or a related field, and five (5) years of progressively responsible administrative experience with three (3) years of supervisory experience.

Possession of a valid driver's license may be preferred.

Evaluation of education and experience. Drug testing is included in all pre-employment processing.

During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.