City of Miami Gardens
Performing administrative duties for Fleet Services staff in the various activities conducted within the division. This position performs a variety of office support work involving the use of a personal computer, a variety of software applications, and other office equipment. This position requires considerable knowledge of the division’s responsibilities and an understanding of the policies, programs, procedures and regulations in effect in the area of assignment. General supervision is received from management who reviews work for satisfactory performance of duties and for attainment of desired goals and objectives. This is administrative work in performing various administrative activities in the Fleet Division. Employees in this class are responsible for performing various administrative duties in assisting departmental management in carrying out required administrative operations. Duties or combination of duties performed vary. Employees are assigned duties such as cost analysis and control, budget preparation and expenditure control, purchasing and inventory work, methods and procedure studies, report or grant proposal preparation and administration of personnel/payroll activities.
Duties
Manage accounts payable accounts for a high volume department, responsible for input of payables and reconciliation of vendor statements.
Drafts and composes a variety of correspondence, notifications, forms, meeting minutes, and related documents in order to communicate information to staff, council members and/or the public.
Assists in planning and preparing divisional budgets; ensures adherence to budget procedures and guidelines; reviews completed budget documents for format, accuracy of budget codes and computations; monitors budget forecasts and expenditures for the division and activities; prepares periodic budget reports.
Tracks expenditures on accounts, reconciles accounts and receipts; balances and processes purchase requisitions and invoice audits.
Sets up and maintains a variety of manual and/or electronic files in order to track and facilitate storage and retrieval of information.
Generate files and reconcile computer reports on related administrative activities.
Scans, converts, and saves applicable documents to centralized server.
Assists in the preparation of agenda packets and various meetings.
Maintains and updates a variety of databases and spreadsheets in order to facilitate information recording, storage and retrieval.
Schedules or confirms attendance of staff or others at a variety of meetings; makes travel arrangements.
Acts as receptionist; answers routine questions regarding City activities; directs callers to proper places on basis of their business requests; assists public in the preparation of routine forms and statements.
Orders supplies.
Receives and processes requests for materials and information received by telephone, fax, email, or in person.
Sorts mail and directs it to the appropriate person.
Handle payroll related activities; track and input payroll and leave records; maintain confidential information; prepare performance evaluations.
Assist with overall planning, record keeping, filing, organizing, scheduling, assigning, or other activities assigned.
Requisitions tools, materials, supplies, and equipment for the division; maintains inventory of items.
Assist with scheduling preventative maintenance and/or repairs, obtain estimate for damages and maintain inventory.
Assist with scheduling work with outside vendors. Tracks vehicle status and ensure timely return to customers.
Assist with tracking repairs, fuel usage, mileage and other information pertinent to each vehicle; enter vendor information and vehicle information into fleet management system.
Serve of various committees as assigned.
Performs related work as required.
Knowledge, Skills, And Abilities: Knowledge of procedures for operating various office equipment, including personal computers. Knowledge of standard formats used for a variety of letters, memos, and related documents. Knowledge of English spelling and grammar.
Ability to operate a personal computer to prepare a variety of correspondence using a variety of software/applications. Ability to compose letters, memos, and related documents covering a variety of routine work related topics. Ability to operate a variety of standard office equipment. Ability to sort/file alphabetically, chronologically, and numerically. Ability to keyboard. Ability to prioritize work activities. Ability to establish and maintain effective working relationships with co-workers, other departments, council members and the public in a manner conducive to full performance and high morale. Ability to work effectively with confrontational persons both in person and by telephone. Ability to communicate effectively both orally and in writing and understand and follow oral and written instructions.
Education & Experience Requirements: Graduation from high school; two (2) years of administrative/secretarial experience. Experience working in municipal government and delivering exceptional customer service highly desirable. Have the expertise of Fleet matters in coordinating repairs to vehicles, vehicle and repairs knowledge. ASE Certification on Light Vehicle Maintenance and Inspections preferred. This certification provides an independent confirmation of their technical knowledge to include having hands‑on experience maintaining, servicing, and/or repairing motor vehicles.
Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is frequently required to walk; use hands to finger, handle, or operate objects, tools, or controls; and reach with hands and arms.
The noise level in the work environment is moderately quiet. Work is performed in an office setting within a controlled environment.
#J-18808-Ljbffr
Duties
Manage accounts payable accounts for a high volume department, responsible for input of payables and reconciliation of vendor statements.
Drafts and composes a variety of correspondence, notifications, forms, meeting minutes, and related documents in order to communicate information to staff, council members and/or the public.
Assists in planning and preparing divisional budgets; ensures adherence to budget procedures and guidelines; reviews completed budget documents for format, accuracy of budget codes and computations; monitors budget forecasts and expenditures for the division and activities; prepares periodic budget reports.
Tracks expenditures on accounts, reconciles accounts and receipts; balances and processes purchase requisitions and invoice audits.
Sets up and maintains a variety of manual and/or electronic files in order to track and facilitate storage and retrieval of information.
Generate files and reconcile computer reports on related administrative activities.
Scans, converts, and saves applicable documents to centralized server.
Assists in the preparation of agenda packets and various meetings.
Maintains and updates a variety of databases and spreadsheets in order to facilitate information recording, storage and retrieval.
Schedules or confirms attendance of staff or others at a variety of meetings; makes travel arrangements.
Acts as receptionist; answers routine questions regarding City activities; directs callers to proper places on basis of their business requests; assists public in the preparation of routine forms and statements.
Orders supplies.
Receives and processes requests for materials and information received by telephone, fax, email, or in person.
Sorts mail and directs it to the appropriate person.
Handle payroll related activities; track and input payroll and leave records; maintain confidential information; prepare performance evaluations.
Assist with overall planning, record keeping, filing, organizing, scheduling, assigning, or other activities assigned.
Requisitions tools, materials, supplies, and equipment for the division; maintains inventory of items.
Assist with scheduling preventative maintenance and/or repairs, obtain estimate for damages and maintain inventory.
Assist with scheduling work with outside vendors. Tracks vehicle status and ensure timely return to customers.
Assist with tracking repairs, fuel usage, mileage and other information pertinent to each vehicle; enter vendor information and vehicle information into fleet management system.
Serve of various committees as assigned.
Performs related work as required.
Knowledge, Skills, And Abilities: Knowledge of procedures for operating various office equipment, including personal computers. Knowledge of standard formats used for a variety of letters, memos, and related documents. Knowledge of English spelling and grammar.
Ability to operate a personal computer to prepare a variety of correspondence using a variety of software/applications. Ability to compose letters, memos, and related documents covering a variety of routine work related topics. Ability to operate a variety of standard office equipment. Ability to sort/file alphabetically, chronologically, and numerically. Ability to keyboard. Ability to prioritize work activities. Ability to establish and maintain effective working relationships with co-workers, other departments, council members and the public in a manner conducive to full performance and high morale. Ability to work effectively with confrontational persons both in person and by telephone. Ability to communicate effectively both orally and in writing and understand and follow oral and written instructions.
Education & Experience Requirements: Graduation from high school; two (2) years of administrative/secretarial experience. Experience working in municipal government and delivering exceptional customer service highly desirable. Have the expertise of Fleet matters in coordinating repairs to vehicles, vehicle and repairs knowledge. ASE Certification on Light Vehicle Maintenance and Inspections preferred. This certification provides an independent confirmation of their technical knowledge to include having hands‑on experience maintaining, servicing, and/or repairing motor vehicles.
Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is frequently required to walk; use hands to finger, handle, or operate objects, tools, or controls; and reach with hands and arms.
The noise level in the work environment is moderately quiet. Work is performed in an office setting within a controlled environment.
#J-18808-Ljbffr