Job Description
The purpose of this classification is to perform secretarial/administrative work associated with providing support and processing information/documentation relating to an assigned department/division.
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
General Duties:
Provides administrative support for the assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.
Provides secretarial/administrative support for management and/or staff of assigned department/division; relieves management staff of routine administrative tasks; screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; maintains department calendars and schedules meetings, appointments, or other activities; records and transcribes dictation, meeting proceedings, or other information; types, composes, edits, or proofreads various documentation; maintains confidential files.
Acts as liaison with other departments/divisions, professional individuals/groups, and the public in matters pertaining to office programs or operations; conveys information among division/department personnel.
Coordinates travel arrangements, flight reservations, accommodations, conference registrations, or other travel-related plans for department/division staff.
Performs customer service functions; answers telephone calls, greets visitors, or assists individuals in person; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; provides information/assistance regarding department/division services, activities, procedures, forms, fees, or other issues; distributes forms/documentation as requested; responds to questions/complaints, researches problems, and initiates problem resolution.
Coordinates arrangements for various meetings, such as Town Council meetings, board/commission meetings, committee meetings, staff meetings, conferences, workshops, or other activities; reserves use of rooms; prepares/distributes agendas and meeting packets; notifies meeting participants of meeting dates/times; coordinates food/beverages, equipment, supplies, equipment, and room setup; sets up recorder to record meeting proceedings; verifies operation of recorders, microphones, or other equipment; attends meetings; maintains attendance records; records and transcribes minutes as needed; reserves meeting rooms for various meetings.
Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; conducts periodic inventory counts; maintains records of supply usage.
Processes purchasing documentation; researches products/prices with vendors and obtains competitive price quotes; enters purchase order, field purchase order, and blanket purchase order data into computer system; prepares purchase orders; maintains purchasing records.
May order flowers/gifts for Town officials, employees, or other individuals in acknowledgement of hospitalization, death in family, or other situations.
Processes invoices for payment; reviews invoices for accuracy, researches discrepancies, and assigns proper budgetary code; reconciles invoices with monthly statements; forwards invoices to Finance Department for payment.
May maintain petty cash fund for area of assignment; disburses funds for expenditures as appropriate; ensures proper receipts/documentation of expenditures; balances fund and prepares reconciliation reports; requests reimbursements as needed.
Processes payroll documentation; reviews timesheets for accuracy and completeness; makes applicable calculations and researches discrepancies; enters payroll data into computer for payroll processing; maintains attendance records.
Assists in preparing and/or monitoring budget for area of assignment; monitors status of expenditures in relation to available funds in budget accounts; prepares budget transfer forms; obtains price quotes for purchases as required.
Transmits faxes on behalf of department/division staff; distributes/delivers incoming faxes to appropriate personnel.
Copies and distributes forms, reports, correspondence, and other related materials.
Processes incoming/outgoing mail; sorts, opens and distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; prepares outgoing mail; assists with preparation of bulk mail-outs.
Performs records management functions; maintains file system of various files/records for the department/division; prepares department records for imaging; coordinates merging of files with department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; purges, shreds, or destroys confidential or obsolete documents; conducts records maintenance or destruction activities in compliance with guidelines governing record retention.
Maintains current lists, forms, manuals, binders, catalogs, reference materials, and other resources.
Conducts research of department files, computer records, database files, manuals, Internet resources, or other resources as needed.
Types, composes, prepares, or completes various forms, reports, correspondence, logs, schedules, calendars, purchase orders, check requests, budget documents, meeting minutes, agendas, staff reports, statistical reports, charts, spreadsheets, flyers, presentations, or other documents.
Receives various forms, reports, correspondence, time sheets, attendance records, purchase requisitions, invoices, budget reports, meeting minutes, police reports, applications, project requests, contracts, plans/drawings, policies, procedures, codes, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
Performs basic computer software functions which include, but are not limited to, enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, desktop publishing, presentation, financial system, optical scanning, calendar, email, Internet, or other programs.
Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; provides operational support to system/equipment users; coordinates service/repair activities as needed.
Attends various meetings and serves on committees as needed.
Maintains confidentiality of departmental issues and documentation.
Communicates with supervisor, employees, other departments, Town officials, vendors, contractors, consultants, applicants, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Duties when assigned to Jupiter Fire Rescue Department:
Manages schedules including meetings, appointments, and travel arrangements.
Prepares, edits, and distributes correspondence, reports, presentations, and other documents.
Screens and routes incoming calls, emails, and correspondence appropriately.
Schedules and coordinates department meetings, including preparing agendas, taking minutes, and following up on action items.
Organizes and supports departmental briefings and presentations.
Maintains and organizes confidential records, reports, and files in compliance with municipal and departmental policies.
Assists with drafting and reviewing policies, memos, and standard operating procedures.
Assists with monitoring department budgets, processing purchase orders, and reconciling expenses.
Prepares financial reports and supports procurement efforts as needed.
Serves as a central point of contact for internal and external stakeholders.
Coordinates communication between the department staff, other municipal departments, and community partners.
Supports the planning and executing department events, ceremonies, and community outreach initiatives.
Assists with research, data collection, and analysis for departmental projects.
Provides general administrative support to other members of the Jupiter Fire Rescue Department as needed.
Assists with Jupiter Fire Rescue Department vehicle, fleet, and facilities-related administrative duties.
Duties when assigned to the Town Clerk:
Assists with the, three-month list and agendas of Town Council, Community Redevelopment Agency (CRA) and committee meetings.
Prepares synopsis of Town Council meetings Prepares, publishes and posts legal advertisements, ordinances, public hearings/notices, and agendas.
Assists with ordinance and resolution numbers; maintains index, when needed.
Assists with the Municipal Election process.
Assist with the coordination of all Public Records Requests and subpoenas.
Assists with transcription and preparation of Town Council Meetings, Workshops, CRA and Board/Committee Meeting Minutes.
Coordinates the annual Boards and Committees Appreciation Luncheon.
Coordinates the annual Palm Beach County Clerks Association Luncheon Coordinates and manages Board and Committee on-boarding, appointment process and prepare binders for council members.
Assist with Boards and Committees semi-annual goals and objectives process and Ethics training. Serves as Boards and Committees content manager for the Town web calendar
Duties when assigned to the Planning and Zoning Department
Prepares a synopsis and agenda of Planning and Zoning meetings.
Prepares and Publishes legal advertisements, and agendas; coordinates Town Attorney review when appropriate.
Assists in researching and responding to questions from citizens.
Process payments and refunds for fees, applications and bonds.
Prepares orientation packet, required forms (financial, applications), contact information for new Planning and Zoning Commissioners.
Serves as Board Secretary, attends evening meetings, performs transcription and preparation of meeting minutes for the Planning and Zoning Commission; Assist with and attend Historic Resources Board and other committee meetings as assigned.
Proficient writing and proofreading skills.
Familiarity researching and following Town Code and Florida Statues.
Assist in setting up internal and external meetings and outreach events.
CivicPlus for managing web content, to ensure that documents posted to the website are screen reader accessible, Munis for financial applications and EnerGov for community development applications.
Duties when assigned to the Building Department
Prepares and Publishes legal advertisements, and agendas.
Obtains ordinance and resolution numbers.
Coordinate milestone inspections for condos.
Assists in researching and responding to questions from citizens.
Coordinates Construction Board of Adjustments & Appeals meetings.
Assists with Insurance Services Office (ISO) rating and Community Rating System (CRS) Flood meetings.
Duties when assigned to the Information Systems Department:
Provides training and first-level Help Desk support for Town secretarial/administrative personnel; receives trouble calls on printers and acts as liaison with maintenance vendor to coordinate repair work.
Assists in reviewing cellular telephone, cable, Wi-Fi, satellite, and regular telephone bills; contact vendor regarding changes or discrepancies; prepares purchase orders and annual contract requisitions for payments. Issues new cell phones and iPads which include initial setup of new equipment and essentials to current equipment to include software upgrades or equipment, or cellular plan changes, and enrollment to Mobile Data Manager (MDM) system. Point of contact for ABM/JAMF create enrollments, modifications, removals of iPad/iPhones on system. Locates stolen/lost equipment using SW and/or deletes sensitive information from devices causing equipment to be useless in the wrong hands.
Point of contact for DemandStar.
Web-Author adds employees to Web Phonebook and conducts modifications and/or removals as identified by the HR department.
Assists with decommissioning and disposal of obsolete equipment including gathering, recording, completing asset disposals, arranging pickup services to remove surplus equipment and maintaining records of disposals.
Maintains the Federal Communication Commission (FCC) radio licenses for the Town of Jupiter. Updates critical information and changes, and updates license information as changes have occurred. Also renews licenses approaching expiration dates to stay current with the FCC.
Maintains US Government information for Telecommunication Service Priority (TSP), Wireless Priority Service (WPS), and Government Emergency Telephone System (GETS) accounts. Maintains online updates on a monthly basis and responds to monthly inquiries regarding use of accounts and users of accounts.
Maintains Department of Management Services (DMS) information for the State of Florida by tracking, assigning, limiting services on Local Primary Interexchange Carrier (LPIC) and Primary Intralata Carrier (PIC) telephone lines for long distance calling that is currently billed by the State of Florida.
Assists with annual department security audit by gathering data, maintaining and updating documents required by auditors. Prepares final documents for release to staff and auditor for internal/external review.
Duties when assigned to the Engineering & Public Works Department
Prepares and edits complex contracts, agenda items and legal documents; assists with development and preparation of contracts including general contracts, Florida Department of Transportation (FDOT) local agency programs and with negotiations for trash collection and construction/demolition debris collection; ensure that documents posted to the website are screen reader accessible.
Monitors other Int...