Program Assistant

Job Ad

Do you enjoy challenging work with a variety of responsibilities?
Do you like working in a team environment with a professional group that interacts with departments throughout the organization?

**THIS IS A RE POSTED POSITION, DO NOT APPLY TWICE**
The City of Gainesville Public Works Department currently has an opening for a qualified Program Assistant to join their Administrative Services team. We are looking for a detail-oriented individual with excellent communication skills who will work independently to provide administrative support to our project management program. We are looking for an individual who is innovative and forward thinking that will embrace the organization's citizen-centered vision. The community, its elected leaders, and executive leadership team have embraced this vision.

To qualify for this position you must possess a high school diploma or an acceptable equivalency diploma, supplemented by appropriate technical courses; and four years of relevant, progressively responsible experience or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Please see Typing, Word and Excel requirement below.

A typical work day may include interacting with various departments throughout the City of Gainesville and GRU; processing permits, scheduling project and community related events, performing and support purchasing related responsibilities, including capital improvement project financial reports, sub-contractor tracking, processing purchase orders and other contractual related functions.

Preference will be given to those candidates who possess experience working with project managers, engineers and/or public agencies and have experience with Microsoft Office suite and work management or work flow systems.

Notes:
  • While performing the duties of this job, the employee is often required to sit for prolonged periods of time
  • May be required to attend meetings outside regular business hours
  • May fill multiple positions
  • May establish an eligibility list
  • Assessments may be required
  • This position requires Typing and City of Gainesville Word and Excel testing*

Typing, Word, Excel Testing Requirements:
Please contact CareerSource North Central Florida at (352) 244-5156 ext. 7110 (listen to entire answering message for instructions) Or email at pcannon@careersourcencfl.com for further instructions.

Passing scores of 35 wpm (or higher) NET for typing and an overall score of Moderate Knowledge or higher for City of Gainesville Word and Excel may be delivered to the City of Gainesville's Human Resources/Organizational Development Department, 222 E. University Avenue (Old Library Building next to City Hall) or send by FAX to (352) 334-2055 by 5:00 PM on Friday, 08/14/2020 to be considered for this position. Please be sure to include a cover sheet that includes your name and the job for which you are applying and the first page of each test.
  • Please Note: You will need to re-test if the tests you submitted are dated more than one year ago, before 8/14/2019, or if your current scores on file are not at or higher than 35 wpm NET for typing and Moderate Knowledge or higher for Word.
Embracing change is the Gainesville way of life!

Job Description

SUMMARY
This is paraprofessional work performing varied customer service, office support and field duties related to the administration of City programs.

Positions allocated to this class reports to a designated supervisor and work under limited supervision. Work in this class is distinguished from other classes by its varied and specialized programmatic responsibilities.

EXAMPLES OF WORK*
  • This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job. Performance of lower level duties may be required.

ESSENTIAL JOB FUNCTIONS
Depending on area of assignment:
Processes program financial reports and reviews them for compliance with contracts.

Performs financial pre-qualifications and prepares detailed financial documentation.

Interviews and/or counsels clients.

Answers public inquiries about programs. Receives and records complaints and documents that corrective action is taken. Assists manager in responding to requests for services from the public and other agencies.

Assists the public with online program reservations/rentals for the municipal golf course, swimming pools, environmental education programs, nature and cultural centers, fields and parks, as well as, other facilities and programs offered by the Department of Parks, Recreation and Cultural Affairs.

Serves as the Department of Parks, Recreation and Cultural Affairs liaison and subject matter expert to Information Technology (IT) and internal customers to ensure that the online reservations/rentals system is aligned with the goals and needs of the department; and to troubleshoot, analyze, resolve, monitor and document user inquiries and system inquiries.

Assists in developing operating plans and preparing studies and reports.

Gathers, verifies, prepares and maintains detailed and specialized information for a variety of reports and records.

Prepares contracts and agenda items and assists in monitoring of programs.

Prepares marketing materials and presentations.

Coordinates special committee meetings and training.

Teaches specialized classes to the general public and to internal customers.

Attends work on continuous and regular basis.

NON-ESSENTIAL JOB FUNCTIONS
Depending on area of assignment:
Transcribes correspondence and reports from a dictating machine.

Files correspondence and records.

Distributes office mail.

Performs routine clerical duties, including typing, filing, and answering the telephone.

Serves as clerical assistant to citizens' advisory committee.

Processes purchase requests, check requests, and purchase orders. Prepares departmental payrolls.

Maintains departmental calendar of appointments and meetings.

Makes travel arrangements.

Assists in preparing departmental policy and procedure manuals.

Performs other related duties as assigned.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. Below are the required education, experience, knowledge, skills and abilities to perform the essential functions.

EDUCATION AND EXPERIENCE
Graduation from high school or possession of an acceptable equivalency diploma, supplemented by appropriate technical courses, and four (4) years of relevant, progressively responsible experience or an equivalent combination of education, training and experience which provide the required knowledge, skills and abilities.

CERTIFICATIONS OR LICENSES
Licenses
Valid Florida Driver License required.

Certifications
None.

KNOWLEDGE, SKILLS AND ABILITIES
Depending on area of assignment:
General knowledge of overall program objectives.

Thorough knowledge of office management practices and procedures, business English, commercial arithmetic, spelling, and legal terminology.

Thorough knowledge of operations, functions, and scope of authority of City departments and offices.

Demonstrated knowledge of personal computers and relevant software. (In the Department of Parks, Recreation and Cultural Affairs, working knowledge of ActiveNet or other relevant online reservation system is essential.)

Ability to quickly and independently learn new software.

Strong electronic report writing and data querying skills.

Ability to plan, schedule, and coordinate work to meet specified deadlines.

Ability to communicate effectively, both orally and in writing.

Strong interpersonal skills as demonstrated by the ability to interact collaboratively and productively and to establish and maintain effective working relationships with individuals of diverse backgrounds including elected and appointed government officials, Charter Officers, City employees, representatives of other agencies, and the general public.

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS
To perform this job successfully, an individual must possess certain physical abilities and be able to withstand work related environmental conditions.

PHYSICAL REQUIREMENTS
While performing the duties of this job, the employee is required to sit for prolonged periods of time.

WORK ENVIRONMENT
May be required to attend meetings and/or work outside regular business hours.