The Public Works Staff Assistant I/Staff Assistant II/Senior Staff Assistant is responsible for the administrative work in support of the Public Works & Utilities assigned divisions for the City of Casselberry. The Public Works Staff Assistant I/Staff Assistant II/Senior Staff Assistant performs work independently within established policies and procedures.
The starting position and pay for this position is dependent upon qualifications. Please see below for the Hiring Range for each position as well as the minimum qualifications in the 'Typical Qualifications' section below:
Provides clerical and administrative support for the Public Works & Utilities Department. (95%)
Maintains fuel inventory levels for the entire City fleet, including data entry of daily fuel usage for the entire City and order of fuel supply. Conducts quarterly physical inventory count to audit computerized inventory to physical inventory count.
Generates fuel tax report and fleet maintenance billing updates for the Finance Department with expenditures from inventories.
Maintains City wide fuel tank licensing and compliance with the State of Florida.
Maintains detailed maintenance information on all City fleet vehicles and equipment performed by the fleet technicians and commercial vendors within maintenance racking software, such as Naviline.
Maintains work order history including labor hours, materials utilized and additional comments regarding the applicable work order per assigned Public Works & Utilities divisions.
Prepares and generates requisitions, invoices, purchase orders and makes payments utilizing a P Card.
Provides requested reports regarding work order status reports, maintenance schedules, rotation schedules, stand by schedules and to locate and determine property ownership and details of underground utilities.
Responds to residents’ complaints and inquiries for information via CivicPlus, provides guidance or assistance as well. Records all correspondence and actions taken for future reference.
Assists the Public Works Maintenance Manager with compiling budgets for all the Public Works divisions.
Collaborates with the Finance Department to ensure compliance with all financial policies as related to job responsibilities.
Adheres to laws, regulations and policies of the City and of the assigned department.
Follows instructions provided by the City Manager or their designee.
Additional Duties and Responsibilities (5%)
Coordinates the City generated commercial solid waste removal to the Seminole Count landfill, i.e. roll off tickets, etc.
Maintains uniform and boot inventory for all Public Works & Utilities divisions.
Maintains and collates timesheets for assigned Public Works divisions and enter payroll hours into software for approval by applicable supervisors.
Acts as a receptionist for Public Works & Utilities divisions to answer telephone and respond to in-person resident inquiries when necessary.
Completes monthly P Card transaction reconciliation and submission for approval.
Maintains petty cash for Public Works & Utilities divisions.
Places miscellaneous supply and inventory orders to include office supplies for all Public Works & Utilities divisions.
Participates in department meetings, staff meetings and other related activities.
Completes the identified required or assigned training timely and applies acquired knowledge and/or skills.
Maintains, preserves, retains and disposes of public records pursuant to FS Chapter 119.
Follows safe working practices and has a working knowledge of safety practices and procedures.
Performs all duties and responsibilities in a manner consistent with the core values of the City, and consistent with City and Department policies.
Provides quarterly DOT report to Public Works Administration.
Maintains annual fire extinguisher inspections for Public Works & Utilities divisions.
Emergency Management Role
Participates as a member of the City staff as required to take action in the event of an emergency.
Acts in the assigned role to support the City in disaster preparation and/or disaster recovery efforts as described in the City of Casselberry Emergency Management Plan, assigned by supervisor or designee.
(These essential and additional job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job related marginal duties as assigned.)
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Education and Training:A High School Diploma or G.E.D. is required.
Experience:
Staff Assistant I:A minimum of one (1) years’ experience in administrative/clerical support in customer service/municipal service or related field is required. A comparable combination of education and experience may be considered.
Staff Assistant II: A minimum of three (3) years’ experience in administrative/clerical support in customer service/municipal service or related field is required. A comparable combination of education and experience may be considered.
Senior Staff Assistant:A minimum of five (5) years’ experience in administrative/clerical support in customer service/municipal service or related field is required. A comparable combination of education and experience may be considered.
Certificates, Licenses and/or Registrations Required:Must possess and maintain a valid Florida Driver’s license. A Motor Vehicle Record (MVR) check will be made to determine acceptance of past driving record.
Security Clearance: Florida Department of Law Enforcement background clearance.
Knowledge, Skills and Abilities:
Knowledge of local, state and federal regulations affecting work.
Knowledge of departmental rules, policies and procedures.
Knowledge of web-based customer service software for order request and tracking.
Knowledge (intermediate level) of Central Square/NaviLine or similar utilities and work management software.
Ability (intermediate to advanced level) to utilize Microsoft Office Suite, e.g. Outlook, Word and Excel.
Ability to deal with stressful conditions in a calm and professional manner.
Ability to establish and maintain effective working relationships with other employees and the public.
Ability to operate a motor vehicle.
Ability to support the Mission of the City of Casselberry: Committed to protect and enhance the quality of life within its community.
Ability to support the Core Values of the City of Casselberry.
Ability to support the Vision of the City of Casselberry: A vibrant, affordable, diverse, and progressive community where citizens feel safe, enjoy their neighborhoods, and access their city government.
The work environment and physical demands described here are representative and not intended to be all-inclusive of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made when requested to enable individuals with disabilities to perform the essential functions.
Work Environment: This position performs the duties primarily in an office setting. The noise level in the office work environment is moderate.
Physical Demands: The primary functions require prolonged periods of standing, walking, bending, pushing and pulling, time sitting, using hands to handle or feel, and reaching with hands and arms. In addition, this position may be required to occasionally lift and carry up to twenty-five (25) pounds with or without assistance of another person or utilization of lifting equipment. This position is regularly required to use vision, speech and hearing, with or without assistive devices.
Equipment/Tools and Technology Used: This position utilizes the following tools and equipment while performing the duties of the job: City vehicle, desk phone, desktop computer, calculator, fax, scanner, and printer/peripherals.
Employee Infection/Exposure Risk Classification: Category III: Employee performs tasks that do not involve exposure to blood, body fluids or other potentially infectious materials (OPIM). Persons who perform these duties are not called upon as part of their employment to perform or assist in emergency medical care or first aid, or to be potentially exposed in some other way. Tasks that involve handling of implements or utensils, use of public or shared bathroom facilities or telephones, and personal contact such as handshaking are Category III tasks.
