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Office Assistant

Salary

$16.89 - $25.33 Hourly

Location

Boynton Beach, FL

Job Type

Full Time

Job Number

20251007

Department

Public Works

Division

Administration

Opening Date

10/07/2025

Closing Date

10/10/2025 11:59 PM Eastern

FLSA

Non-Exempt

+ Description

+ Benefits

Purpose of Classification

The purpose of this classification is to perform clerical duties that includes but not limited to, answering phone calls, customer service, data entry, recordkeeping, invoicing, document preparation, sorting and distributing mail, greeting office visitors, keeping an inventory of office supplies, maintaining files, taking and delivering messages, prepping the conference room for meetings, and assisting the Divisions. Job duties vary by department assignment.

Responsibilities and Reporting During an Emergency Situation:

Essential Employees may be required to work during a declared emergency. Depending on the nature of the emergency, this may require working around the clock for several days on short notice.

Non-Essential Employeeswill not be required to work during a declared emergency. The employee’s Department Head will determine when the employee will be required to work.

Essential Functions

The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of duties or functions 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.

+ Serve as the first point of contact for public inquiries related to solid waste, recycling, bulk pickup, and sanitation services.

+ Answer telephones, respond to emails, and provide accurate information to residents and vendors regarding schedules, policies, and procedures.

+ Responds to routine inquiries regarding department and/or City operations; provides general assistance as needed.

+ Contact customers, local businesses, contractors, vendors, service providers, city residents, and the general public regarding department services and operations, processes public information requests, research current and historical records.

+ Establishes and maintains customer account records, add, delete and change account information; make corrections and adjustments; print and sort account records; process solid waste violation notices.

+ Maintain records, reports, and databases related to sanitation services, billing adjustments, and compliance notices.

+ Generate invoices and apply payments for commercial solid waste accounts.

+ Assist with scheduling solid waste pickups, special collections, and route changes.

+ Coordinate with field crews to relay service issues and track resolution status.

+ Schedules appointments and meetings and performs routine clerical tasks as directed.

+ Types correspondence, memos, and reports.

+ Receives and processes various inquiries and work orders.

+ Establishes automated records, files and lists.

+ Performs data entry work and creates computer spreadsheets and data reports.

+ Summarizes, tabulates and/or prepares lists, reports, spreadsheets, work orders, and charts relating to department operations and activities.

+ Completes, types, and/or processes various forms and records such as cash receipts forms, invoices, purchase requisitions, inventory lists, work requests, work tickets, order forms, and others.

+ Orders supply and prepare purchase orders.

+ Opens, sorts, and distributes mail.

+ Maintains office records and files, prepares records for storage, dispositions records and files.

+ Uses standard office equipment including telephone, computer, typewriter, copier, and may operate a two-way radio.

+ Assists office staff with special projects as directed.

ADDITIONAL FUNCTIONS

Performs other related duties as required.

Supplemental Information:

COMMUNICATION COMPETENCIES

Effectively communicates with supervisors, employees, other departments, contractors, engineers, companies, vendors, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Accurately and expeditiously receives and delivers messages and information to the appropriate individuals.

Ability to prepare accurate and thorough written records and reports. Ability to understand and follow oral and written instructions and to complete assigned tasks with minimal supervisory direction.

Ability to understand and quickly and accurately follow brief oral and written instructions on moderately complex matters.

Ability to establish and maintain harmonious working relationships with supervisors, customers, other employees, other departments, other governmental and regulatory agencies, and the general public as needed.

Minimum Qualifications

+ High school diploma or GED equivalent; college-level coursework in business, public administration, or related field preferred.

+ One (1) year of administrative, clerical, or customer service experience; municipal or public works setting (preferred); and

+ Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn specialized City software.

+ Possess (or obtain within fourteen (14) days of hire) and maintain a valid State of Florida Driver’s license.

Supplemental Information

Communication Competencies/ K.S.A.'s

KNOWLEDGE, SKILLS, AND ABILITIES (KSA's)

Knowledge of administrative policies & procedures.

Ability to provide high quality customer service.

Demonstrative ability to evaluate issues and recommend reasonable solutions.

Ability to accurately, effectively, and respectfully communicate digitally, orally, and in writing. Ability to accurately perform general and specific clerical and administrative functions.

Ability to multitask and manage a varied workload.

Ability to operate computers utilizing Microsoft Office programs.

Ability to establish and maintain effective and harmonious working relationships with all people interact with during the performance of duties.

Ability to communicate clearly, both verbally and in writing.

Ability to handle confidential and sensitive information with discretion.

Strong organizational and multi-tasking skills in a fast-paced environment.

Physical and Sensory Requirements/ Environmental Factors

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Sensory Requirements: tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

The City of Boynton Beach, Florida, is anEqual Opportunity Employer (EEO)andAffirmative Action Employer. All applicants receive consideration for employment without regard to race, color, religion, gender (including identity or expression), marital status, sexual orientation, national origin, age, disability or any other protected classification as defined by applicable law (except as limited by Personnel Rules, Collective Bargaining Agreements, or bona fide occupational qualifications).

Title I of the Americans with Disabilities Act (ADA) protects qualified individuals with disabilities from employment discrimination. Under the ADA, a person has a disability if he/she has a physical or mental impairment that substantially limits a major life activity. The physical demands described within the job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the ADA, the City of Boynton Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat of significant risk to the health or safety of themselves or others. Requirements are representative of the minimum level of knowledge, skills, and ability.

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave. Part-time employees who work an average of __ hours per week over the course of a year, receive benefits on a pro-rated basis. To learn more details, visit our benefits page.

Employer

City of Boynton Beach

Address

100 E. Ocean Ave

City Hall - Human Resources

Boynton Beach, Florida, 33435

Phone

5617426275

5617426275

Website

http://www.boynton-beach.org

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