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Village Center Community Development District · 2 days ago

ADMINISTRATIVE ASSISTANT - Public Safety

The Villages, FL, US

Full-time

Onsite

Entry Level

$17.17/hr - $17.17/hr

1+ years exp

Village Center Community Development District is seeking an Administrative Assistant for the Public Safety department. This role involves assisting the Deputy Chief and Captain with daily office operations, providing administrative support, and interacting with internal and external customers.

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Responsibilities

Answers incoming calls and relays detailed messages in a timely manner to the appropriate staff members. Assists callers by providing complete and accurate information in a polite and professional manner

Responds to questions from residents regarding department programs (i.e., CPR/AED, weather radio, Fire prevention, emergency management, etc.)

Creates and/or maintains diverse data, and creates associated reports, utilizing Excel

Keeps administrative staff apprised of important issues within required timeframes

Maintains CPR classes which consist of; scheduling class dates, signing up people for classes, accepting payments, preparing rosters, preparing rooms for classes

Provide diverse administrative and/or project support to staff as needed

Assists in daily departmental operations as needed

Serves as first point of contact with janitorial contractor to ensure cleanliness of administrative offices

Contacts residents and citizens for feedback of services post incidents

Manages department data drives with updating forms, files and overall upkeep

Assists with coordinating and scheduling Public Relations events

Schedule training rooms and coordinates room set up as necessary on Outlook

Opens mail and distributes it to the appropriate department member in a timely manner

Accurately files documents within required timeframes

Copy and collate materials, as needed and/or directed, accurately and within required timeframes

Monitors/orders office supplies, keeping them within budget cost guidelines

Assists staff with proper operation of office equipment and ensures timely repair of same

Maintain the internal training and bulletin distribution database system

Data entry of Department inventory into the current records management software (RMS)

Maintain the personnel credential database

Maintain minutes at meetings as requested

Greets visitors, residents and contractors, refers to proper offices

Answers questions and provides assistance to guests by directing them to proper facility

Answers and screens incoming phone calls, takes messages, or forwards to proper personnel

Responds to resident inquiries, reference any question or concern they might encounter

Picks up, date stamp and routes incoming mail to proper recipient

Provides back-up when necessary to other office personnel

Performs other duties as assigned

May be expected to perform additional duties in an emergency

Qualification

Microsoft OfficeRMS proficiencyCustomer serviceData managementMulti-taskingOrganizational skillsCommunication skillsTime managementTeam collaboration

Required

High School Diploma or GED; one to two years related experience and/or training; or equivalent combination of education and experience

Valid Florida Driver's License required

Required FEMA (ICS) certifications must be completed within six months of hire

All candidates and employees must successfully pass background screening

Employees may not exhibit any visible body art

This position is subject to recall or emergency response outside of regularly scheduled hours

Proven intermediate or better ability in Microsoft Office programs (Microsoft Word, Excel, PowerPoint, and Access)

Proven ability to successfully interact with diverse customer populations while providing excellent customer service

Well organized and able to successfully multi-task, and work under pressure in a fast-paced environment to meet multiple demanding deadlines

Ability to successfully work independently and/or with minimal supervision to ensure timely completion of all assigned projects

Ability to successfully gather, organize and utilize diverse reference, descriptive, and/or advisory data and information

Ability to successfully interpret instructions furnished in written, oral, diagrammatic, or schedule form to produce required information

Strong work ethic and commitment to providing optimal customer service

Excellent written and verbal communication skills and professional appearance and demeanor

Preferred

Proven intermediate or better ability in an RMS preferred. Proven ability to accurately access, input, and retrieve information from a computer using RMS programs