This job has closed.

City of Boca Raton · 4 days ago

Administrative Assistant - Part-Time

Boca Raton, FL

Part-time

Onsite

Mid Level

4+ years exp

The City of Boca Raton is seeking a part-time Administrative Assistant to perform skilled clerical and administrative work in a municipal office. The role involves greeting visitors, processing personnel requisitions, preparing payroll, and maintaining filing systems, among other responsibilities.

Home ImprovementPersonal Development

Responsibilities

Greets visitors, takes and screens telephone calls and mail directed to the department or agency

Gives information to the public or directs requests to appropriate person

Handles a variety of routine administrative or technical department or agency assignments

Processes all personnel requisitions, status forms, and evaluations, and performs associated clerical and administrative follow-up activities; prepares payroll

Transcribes correspondence and memoranda; keeps confidential files

Helps prepare budget and monitor expenditures; keeps revenue and expenditure records; monitors budget line items

Prepares payroll and maintains payroll related records and files

Transcribes correspondence and memoranda

Composes and types letters, memoranda, reports, and other documents independently from brief instructions in conformance with policies

Sets up and maintains filing systems and office procedures

Types reports and statements; keeps confidential files

Obtains price quotations and prepares purchase requisitions

Handles and processes personnel requisitions and performs associated clerical and administrative follow up activities

Makes appointments for the supervisor, other personnel and members of various boards, committees, commissions, etc.; maintains appointment calendar; makes travel arrangements

Collects information and prepares a variety of complex reports; maintains various financial records

Supervises and trains subordinate clerical personnel

Performs related tasks as required

Qualification

Office managementSecretarial sciencePayroll processingBudget preparationTyping 45 WPMSupervisory skillsEffective communicationOrganizational skills

Required

Any combination of education and experience equivalent to graduation from an accredited community college with major course work in office management, secretarial science, or related field and four (4) years of experience in secretarial work

Possession of a valid State of Florida Class 'E' driver's license with no more than six (6) points in a three (3) year period

Thorough knowledge of standard office practices, procedures, equipment and secretarial techniques

Thorough knowledge of department or agency functions, organization and policies

Thorough knowledge of business English and spelling

Ability to establish and maintain effective working relationships with City officials, associates, and the general public

Ability to organize and perform work independently

Ability to lay out and type complex forms and tables

Ability to make difficult arithmetical calculations

Ability to type accurately at a rate of 45 WPM

Skill in the use of a variety of standard and automated office equipment

Benefits

ANNUAL LEAVE: Shall accrue prior to an employee attaining permanent status in the classified service and may be used after six (6) months of employment at the sole discretion of the Department Head, but it shall not be paid out upon resignation or termination unless the employee has attained permanent status (one full year). The maximum accrual is 360 hours.

CASH OUT OF ANNUAL LEAVE: Employees who have attained permanent status shall be permitted to cash out up to forty (40) hours of accrued and unused Annual Leave, either in a single lump sum payment or two or more partial payments, each fiscal year.

SICK LEAVE: 8 hours per month. Any hours in excess of 960 will be paid off annually at 50%. Upon retirement, employees with a minimum of 5 years continuous service will receive 50% of sick leave balance. Termination for reasons other than retirement shall be entitled to payment for accrued, but unused sick leave, as follows: Years of Service Percentage Less than 2 full years 0% 2 to 5 full years 10% 5 to 10 full years 20% 10 full years or more 30% Retirement (normal, early or disability) 50%

HEALTH INSURANCE (Premiums): Employee Medical (Base Plan) - Paid 100% by City. Employee contributions are required for the buy up employee coverage plans. Employee Dental (DHMO or Basic PPO Plan) & Vision (Basic Plan) paid 100% by City. Employee contributions are required for the Employee + Dependent(s) for the Medical, Dental, & Vision Plan.

CONTINUOUS SERVICE BENEFIT: As of December 1, each year - Paid during the month of December. Years of Service Benefit 5 to 10 full years $600 annually 10 to 15 full years $800 annually 15 full years and over $1,000 annually

RETIREMENT PLANS: The two pension/retirement options are listed below: • An option to enroll in a Defined Contribution Retirement Plan. The Defined Contribution Retirement Plan will not require a mandatory contribution. The City will contribute seven (7%) percent of the annual base wages annually. The vesting period for this plan shall be one (1) year from date of hire in the classified service, which coincides with your one-year probationary period. • An option to enroll in a Defined Benefit Retirement Plan option is available. There is a ten (10) year vesting period with a multiplier of 2.00% at normal retirement and a mandatory seven and three-quarters (7.75%) percent employee contribution. • The two (2) options will be fully explained prior to an irrevocable selection.

Optional: 457 Deferred Compensation Savings Plan is available.

HOLIDAYS: 15 per year: 12 recognized holidays and 3 floating days which are allocated for the fiscal year beginning October 1, to all 8 hour per day employees. Employees hired between October 1 and March 31 shall receive 3 floating holidays. Employees hired between April 1 and September 30 shall receive 1.5 floating holidays. Floating holidays must be used within the fiscal year. Non-task employees working 10-hour days receive 10, 10-hour paid holidays but do not receive floating holidays.

FUNERAL LEAVE: Up to 3 workdays - In State; Up to 5 workdays - Out of State

TUITION REIMBURSEMENT: Full-time employees are eligible for tuition reimbursement as outlined in the City’s Tuition Reimbursement Policy which is available in Human Resources and subject to the availability of departmental funds.

MILITARY LEAVE: Members in military reserve units who attend annual training are entitled to paid leave not to exceed 30 days each calendar year.

EAP: Employees, spouses, and eligible dependents have access to five (5) face-to-face sessions with a counselor through Cigna's Employee Assistance Program (EAP). Services include assistance with legal, financial, parenting, elder care, pet care, and identity theft.