Administrative Assistant

The Public Works department is dedicated to professionally maintaining and improving the current infrastructure of water sewer storm street airport and park services to the highest possible standards for our community. We will continually look ahead to plan for and provide services that will allow the City of Florence to meet its future goals.

This is an opportunity to provide direct service to our community members and to the Department. This position makes an impact within our organization by performing a variety of clerical and administrative support services as discussed below.

Come join us in helping to make the City of Florence the Premier Community on the Coast!

The Role

A successful candidate will be self-motivated proactive and able to manage multiple and diverse responsibilities. The candidate should also be comfortable processing purchase requests reconciling credit card transactions and maintaining accurate records. They must also have exceptional customer service skills and have a strong understanding of current office technology including converting and compiling various document types and learning and utilizing cloud-based systems. The candidate must also be confident in taking charge of various forms of communication in person over the phone and in writing.

If you are someone who thrives in a fast-paced environment where collaboration is key and wants to make a positive impact then this is a great role for you.

Specific responsibilities include but are not limited to the following:

1. Process purchase requests reconcile credit card transactions and maintain accurate financial records related to departmental expenditures. This is one of the most important functions this role performs. There are account codes project codes numerous invoices/receipts that need to be tracked and it all has to be accurately accounted for in the various financial systems. Accuracy and an ability to decipher where to bill a purchase and why are key.

2. Serve as the front counter and initial point of contact for Public Works customer service. This includes greeting customers and visitors directing them to the appropriate area and answering and routing incoming calls related to utilities permits and public infrastructure services and ensuring that the customers questions are resolved.

3. Read and interpret basic Public Works-related materials such as maintenance reports utility service documents and city codes. Training will be provided; however the ability to read through materials and locate answers to questions is essential.

4. Take the lead on correspondence by managing the department inbox responding to inquiries and routing messages internally as needed.

5. Take the lead on scheduling for the Public Works Director and departmental staff. This includes coordinating meetings ensuring staff are where they need to be and protecting designated in-office focus time.

6. Perform routine clerical and administrative work for the Public Works Department. This includes drafting clear communication for public notices corresponding with individuals within key timeframes and deadlines compiling meeting agendas attachments and minutes and ensuring all communication is properly received and directed.

7. Provide excellent internal and external customer service by being knowledgeable and able to answer questions from staff contractors or the public about City services projects and schedules.

8. Set up and operate technology during meetings which may occasionally include after-hours work once or twice a month. The candidate should be comfortable operating Zoom meetings working on PowerPoint or slideshow presentations and preparing agendas and minutes along with other related tasks.

9. Be accurate detail-oriented and able to take specific direction well while maintaining organized and thorough records for departmental activities and projects.

click herefor a full job description including working conditions physical requirements and tools used (note this posting is for the Public Works assignment).

What qualifications to bring with you

1. Admin Assistant I
   1. High school diploma or equivalent; and
   2. One year of experience and training that demonstrate an ability to perform this position
2. Knowledge of basic customer service
3. Skills in communication time management and in using current office technology
4. Ability to work independently maintain confidentiality and follow specific procedures the same way every time

Nice-to-have qualifications

1. Knowledge of or experience in local government or planning
2. A higher level of education that what is listed above

Our Hiring Process

• Applicants not selected may be placed on an eligibility list for the Department to use in the 6 months following the close of the recruitment. Applicants will be notified if they are placed on the eligibility list. This list will allow the Department to pick up with the candidates where they left off in the recruitment should another vacancy for the same position become available. The eligibility list may be closed at any time by the sole discretion of the Department Head.

Our Hiring Policies

• We do not discriminate based upon race religion color national origin sex (including pregnancy childbirth or related medical conditions) sexual orientation gender gender identity gender expression transgender status sexual stereotypes age status as a protected veteran status as an individual with a disability genetic information or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories in accordance with applicable federal state and local law. You can view our EEO Policy here: City is committed to providing reasonable accommodations to applicants if needed during the interview process. To request an accommodation please email. You can view our ADA policy here: City adheres to Veterans Preference laws and practices. If you qualify for and wish to claim Veterans preference you must assert your Veterans Preference on the application and supply the required documentation by the closing date and time of the application. You can view information about what is required/qualifying here: Hiring Process
  • After you apply for the position we review all requested application materials to determine if your demonstrated knowledge skills and abilities qualify you for the position. We apply Veterans Preference points at each step in the process including this step (see below for more information about Veterans Preference).
    • You can use this time to prepare for a potential interview by reviewing our website including our interview tips: you are one of the best qualified we will reach out to schedule an initial interview. The initial interview is a panel interview that may be conducted asone-way video interview through our partner Spark Hire a video interview over zoom or in-person. If you are not selected after this stage we will let you know you were not selected. If this is you keep an eye on our open roles for the next opportunity that might be a match.
    • The top scoring applicants from this initial interview round will be asked to conduct an in-person panel interview key staff you may be working with. However this depends upon the position/ certain circumstances the City may forgo the in-person panel interview and move on to the Department Head in-person interview. All applicants will go through the same process.
    • The Department Head interview is typically the final stages of the process and your chance to leave an impression through your enthusiasm preparation abilities and resume. After this interview the Department Head and the City Manager will meet to discuss the candidates and the City Manager will make the final decision based on the Department Heads recommendation.
    • Human Resources will reach out to all applicants and confirm their status in the application process. The top candidate will receive a conditional offer that specifies what background procedures will be conducted (depends upon position).
    • Applicants not selected may be placed on an eligibility list for the Department to use in the 6 months following the close of the recruitment. Applicants will be notified if they are placed on the eligibility list. This list will allow the Department to pick up with the candidates where they left off in the recruitment should another vacancy for the same position become available. The eligibility list may be closed at any time by the sole discretion of the Department Head.

    Our Hiring Policies

    • We do not discriminate based upon race religion color national origin sex (including pregnancy childbirth or related medical conditions) sexual orientation gender gender identity gender expression transgender status sexual stereotypes age status as a protected veteran status as an individual with a disability genetic information or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories in accordance with applicable federal state and local law. You can view our EEO Policy here: City is committed to providing reasonable accommodations to applicants if needed during the interview process. To request an accommodation please email. You can view our ADA policy here: meet the general notice requirements of the FMLA the City must display a poster in plain view for all workers and applicants to see notifying them of the FMLA provisions and providing information concerning how to file a complaint with the Wage and Hour Division. Our compliance with this requirement can be found here: City adheres to Veterans Preference laws and practices. If you qualify for and wish to claim Veterans preference you must assert your Veterans Preference on the application and supply the required documentation by the closing date and time of the application. You can view information about what is required/qualifying here: