City of Tampa

This is responsible office administrative and supervisory work.

Employees in this class are responsible for supervising or independently performing a variety of complex general office and specialized administrative assignments of considerable difficulty.  Incumbents serve as the principal administrative assistant to a high-level departmental coordinator or as an administrative office supervisor.  Under direction, employees exercise considerable initiative and independent judgment and work effectively with the public, municipal officials, and others. Employees must also apply specialized and/or technical knowledge and experience factors in the interpretation and completion of assignments in accordance with municipal and departmental rules, regulations, procedures, and ordinances.  Work is reviewed through conferences, observation, reports submitted, and results obtained.

Serves as office supervisor over such activities as work orders, procurement and uniform distribution, citations, travel arrangements, access cards, customer service, dispatch, or inventory. 

Review work product of subordinates and others to verify accuracy, completeness, and adherence to procedure.

Schedules meetings and events.

Prepares budgets, and processes purchasing and/or personnel requests.

Some positions may require typing, utilization of personal computers, reconciling daily receipts, or taking and transcribing dictation.

Composes, edits, and prepares correspondence, reports and forms including legal documents and contracts. Establishes and maintains specialized files, records, and reports.

Assists in establishment, implementation, and revision of office procedures.

Completes daily time/activity reports. 

Serves as principal administrative assistant to a high-level departmental coordinator.

Participates in the planning, organizing, coordination, and completion of administrative, fiscal, and personnel activities. 

Transmits policies and instructions to higher level supervisors; research, prepares and coordinates resolutions, legal documents, and contract forms. 

Supervises, assigns work, and trains subordinate clerical and administrative personnel; checks the work of subordinates, recommends employment, promotions, discipline, and other personnel actions. 

Completes performance evaluations.

Approves requests for leave and training. 

Establishes and promotes effective working relationships with the public, municipal officials, and other employees through diplomatic communication and processing of inquiries and complaints. 

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

Collects data from various sources or through observation; compiles and assimilates as required for report preparation, etc. 

Conducts information searches of office files and other sources as required by the department. 

Disseminates statistics and related data to public, other agencies, and city departments to provide information. 

Performs related work as required.

Knowledge of: business English and mathematics; rules, regulations, procedures, and functions of the department to which assigned, in addition to appropriate municipal, state, and federal codes, ordinances, resolutions, and regulations; standard office practices, procedures, and equipment, municipal organization, programs, and policy; financial and/or budgetary principles, practices, and procedures; data processing coding procedures and practices; effective supervisory techniques; operation of personal computers and related software.

Skills in: typing, operating personal computers and/or taking and transcribing dictation, where required; operation and minor maintenance of office machinery and equipment.

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, publications and grant applications, as well as compose, edit, and correct correspondence and reports for final 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.

Mostly sedentary, indoors, requires extended use of computer, typing and viewing monitor.

Graduation from an accredited high school, supplemented by business college or courses in business administration or a related field, and five (5) years of progressivelyof progressively responsible administrative experience, with one (1) year of supervisoryof supervisory experience.

Possession of a valid drivers license may be required(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.