City of Tampa

This is highly responsible specialized work supporting Small Local  Business Enterprise (SLBE) and Women/Minority Business Enterprise (W/MBE) programs.

Employees serve as administrative assistant to division manager, or performs highly specialized, technical research and document preparation functions in a central services component.  Duties are of considerable difficulty and involve complex administrative assignments, often in support of division staff and major governing boards in addition to the supervisor.  Work products are often used in policy making and legal proceedings, necessitating a high degree of accuracy, completeness, and conformance.  Employees must be very proficient in use of computers, grammar, and composition.  Although under direction, many tasks are performed independently requiring considerable initiative and independent judgment because of the highly responsible, confidential nature of work assignments.  In addition, importance is placed on an employee’s ability to screen and establish priorities on matters being brought to the attention of the supervisor, based on acquired knowledge of the operation of the department.  Employees are also required to control and maintain important and sensitive records.  Work is reviewed through conferences, observation, and results obtained.

Relieves supervisor of many administrative details in matters not requiring policy decisions; provides information concerning established policies and procedures; responds to complaints or refers to appropriate respondent; participates in information searches and compiles data on assigned projects; verifies accuracy of records/data; assist in the preparation of correspondence; develop and prepare collateral material on facets of small business opportunity programs.  

Utilizes computer to prepare correspondence, memoranda, reports, and other technical materials as directed and from rough draft where required; edits materials to be typed to ensure proper grammar and punctuation, improve clarity, and correct inaccuracies; proofreads own work; composes correspondence independently or from general outlines; develops forms and highly technical documents utilizing specialized computer software.  

Where required:  attends high level meetings and conferences as staff resource and recording officer; serves as administrative and/or recording officer for major program committees and governing boards.  

Screens and routes telephone calls and visitors; answers questions on the phone or in person to requests for information from the public, city, or other agencies; opens and distributes mail; maintains calendar of appointments; schedules meetings and conferences to include preparing travel documents when needed; establishes and maintains files, control logs, and other office records.  

Orders and distributes supplies; maintains physical inventory of supplies, forms, and equipment; processes purchase requisitions; prepares and/or monitors administrative and specialized budgets for department; prepares cash receipts and deposits monies; prepares records for archiving.  

Operates, cleans, and performs minor adjustments and limited maintenance on a variety of office machines and related equipment; coordinates maintenance, repair, and servicing of equipment and/or facilities.  

Performs related work as required.

Considerable knowledge of:  methods and techniques of data compilation, analysis and documentation; standard office practices, equipment usage, and procedures; operation of computer equipment and related software.

Working knowledge of:  EEOC laws, Supplier Diversity Initiatives, procurement rules, regulations, administrative procedures, policies, municipal practices and functions of the assigned department.  

Ability to:  understand related procurement/contract compliance data management software systems and procedures; understand and follow complex oral and written instructions; maintain files and records; prepare reports; establish and maintain effective working relationships with others.  

Ability and skill in:  data entry, when required; operation and minor maintenance of office machinery and equipment; effective communication with the public.  Bilingual communication skills are desirable. 

Graduation from an accredited high school and five (5) years of office management or executive support experience including experience in operation of computers and database maintenance or an equivalent combination of training and experience.

Possession of a valid drivers license may be required.

Employees may be required to work rotating shifts, including nights, weekends, holidays and overtime as needed. 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.