City of Miami Gardens ยท 1 week ago
ADMINISTRATIVE ANALYST (FLEET)
Miami Gardens, FL
Full-time
Onsite
Entry Level
2+ years expCity of Miami Gardens is seeking an Administrative Analyst for their Fleet Division to perform various administrative duties that support the division's operations. The role involves managing accounts payable, assisting in budget preparation, maintaining databases, and providing office support to staff and management.
Government Administration
Responsibilities
Manage accounts payable accounts for a high volume department, responsible for input of payables and reconciliation of vendor statements
Drafts and composes a variety of correspondence, notifications, forms, meeting minutes, and related documents in order to communicate information to staff, council members and/or the public
Assists in planning and preparing divisional budgets; ensures adherence to budget procedures and guidelines; reviews completed budget documents for format, accuracy of budget codes and computations; monitors budget forecasts and expenditures for the division and activities; prepares periodic budget reports
Tracks expenditures on accounts, reconciles accounts and receipts; balances and processes purchase requisitions and invoice audits
Sets up and maintains a variety of manual and/or electronic files in order to track and facilitate storage and retrieval of information
Generate files and reconcile computer reports on related administrative activities. Scans, converts, and saves applicable documents to centralized server
Assists in the preparation of agenda packets and various meetings
Maintains and updates a variety of databases and spreadsheets in order to facilitate information recording, storage and retrieval
Schedules or confirms attendance of staff or others at a variety of meetings; makes travel arrangements
Acts as receptionist; answers routine questions regarding City activities; directs callers to proper places on basis of their business requests; assists public in the preparation of routine forms and statements
Orders supplies
Receives and processes requests for materials and information received by telephone, fax, email, or in person
Sorts mail and directs it to the appropriate person
Handle payroll related activities; track and input payroll and leave records; maintain confidential information; prepare performance evaluations
Assist with overall planning, record keeping, filing, organizing, scheduling, assigning, or other activities assigned
Requisitions tools, materials, supplies, and equipment for the division; maintains inventory of items
Assist with scheduling preventative maintenance and/or repairs, obtain estimate for damages and maintain inventory
Assists with scheduling work with outside vendors. Tracks vehicle status and ensure timely return to customers
Assist with tracking repairs, fuel usage, mileage and other information pertinent to each vehicle; enter vendor information and vehicle information into fleet management system
Serve of various committees as assigned
Performs related work as required
Qualification
Required
Graduation from high school
Two (2) years of administrative/secretarial experience
Knowledge of procedures for operating various office equipment, including personal computers
Knowledge of standard formats used for a variety of letters, memos, and related documents
Knowledge of English spelling and grammar
Ability to operate a personal computer to prepare a variety of correspondence using a variety of software/applications
Ability to compose letters, memos, and related documents covering a variety of routine work related topics
Ability to operate a variety of standard office equipment
Ability to sort/file alphabetically, chronologically, and numerically
Ability to keyboard
Ability to prioritize work activities
Ability to establish and maintain effective working relationships with co-workers, other departments, council members and the public in a manner conducive to full performance and high morale
Ability to work effectively with confrontational persons both in person and by telephone
Ability to communicate effectively both orally and in writing and understand and follow oral and written instructions
Experience working in municipal government and delivering exceptional customer service highly desirable
Have the expertise of Fleet matters in coordinating repairs to vehicles, vehicle and repairs knowledge
Possess a valid State of Florida Driver's License
Preferred
ASE Certification on Light Vehicle Maintenance and Inspections
Benefits
Medical Insurance
Dental & Vision Insurance
Life Insurance & Disability
Voluntary Benefits
Employee Assistance Program (EAP): Free and confidential support services.
Personal Leave (PTO): Accrual of 176 hours annually, on a pro-rata bi-weekly basis.
Paid Holidays: 13 paid holidays annually, including one floating holiday.
Retirement: The City participates in the Florida Retirement System (FRS).
Company
City of Miami Gardens
Administer the Neighborhood Stabilization Program for the City of Miami Gardens, which is approximately $6.8M.
501-1000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase