Virtual Office Manager Jobs in Stuart, FL (NOW HIRING)

POSITION SUMMARY The City of Port St. Lucie is an equal opportunity employer. This position requires the applicant to successfully pass a drug screening.

Please note that this is an external job posting intended for non-city employees. If you are a current city employee applying through this posting, your application will not be reviewed with other internal candidates. In order to be considered with internal candidates, please apply on the internal posting by clicking HERE.

Provides varied, complex, responsible technical and professional support for utility operations and utility executive management. Responsibilities require the frequent use of tact, creativity, discretion, initiative, and independent judgment requiring advanced knowledge of the policies and procedures of the organization. Coordinates compiling, maintaining, and verifying.

Facilitates the development of public trust and confidence in the City and its Utility. This position is considered an "Essential Position" for the purpose of Emergency Management. Emergency duties will be assigned as needed.

This position requires 24 hours a day, 7 days per week availability during City of Port St Lucie emergencies, as determined by City Administrators, Emergency Manager or City Officials. ESSENTIAL DUTIES The following duties are illustrative for this position. The omission of specific duties 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. Keeps the mission, vision and values of the City of Port St. Lucie and its Utility at the forefront of decision making and action; builds strategic and collaborative relationships and interacts with others in a way that builds confidence and trust; provides excellent customer service by taking action to accomplish objectives, maintaining high levels of work and productivity by generating innovative solutions to work situations.

Ensures that utility system construction standards and specifications are in compliance with local, state, and federal regulations. Monitors utility programs/activities for compliance with local, state, and federal regulations. Coordinates with Utility Engineering staff to facilitate completion of compliance activities.

Updates department standards and specifications annually for both Commercial and Capital projects. Assists with the development and updates of Standard Operating Procedures for various duties/functions within the Utility Engineering Division. Creates and updates PDF forms including Procedures and Policies for Construction, Locates, Administrative work, and Design, etc.

Assists with the development of division masterplans, procedures, and other technical documents/reports. Revises and updates the Qualified Products List. Creates PowerPoint presentations, Excel spreadsheets and graphs.

Researches, develops, and implements virtual office, virtual meetings, and virtual inspections procedures. Keeps up with cutting edge office and field technology. Serves as a resource for all staff relative to policies, procedures, and standards.

Provides recommendations and potential solutions for day-to-day issues/concerns. Sets up and maintains specialized office files, both electronic and paper. Makes copies and files letters, reports, and related technical information in the prescribed manner, electronically and physically.

Retrieves data for reports and assembles information for others' use. Composes and types a variety of electronic and paper documents including correspondence, reports, forms, exhibits, maps, technical specifications, minutes of meetings, financial statements, memoranda, lists, checklists, schedules, manuals, booklets and other written materials or documentation utilizing Microsoft Office and PDF creation/editing software. Performs research and retrieval of records.

Conducts statistical comparisons of information. Required to frequently use critical observation and problem-solving skills. Assists in the preparation and maintenance of department records.

Collaborates with other internal areas including Public Works, Planning & Zoning, and Building Department. Transcribes notes and minutes for conferences, meetings, functions, etc. as required.

Communicate and participate in regularly scheduled meetings. MINIMUM QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION AND/OR EXPERIENCE Graduation from an accredited high school or possession of an acceptable equivalency diploma. Graduation from an accredited college or university with an associate degree in office management, business administration, or a related field preferred.

A minimum of five (5) years of progressively responsible work experience involving staff assistance and advanced clerical support work required. CERTIFICATES, LICENSES, REGISTRATIONS Possession of valid driver's license and maintenance of clean driving record required with the ability to obtain a valid Florida driver's license within 30 days from date of hire. KNOWLEDGE, SKILLS & ABILITIES Advanced knowledge of business English, spelling, and punctuation in order to prepare documents, compose letters, etc.

Advanced knowledge of office practices and procedures. Extensive knowledge of the Microsoft Office Suite, including advanced proficiency in Microsoft Word, Excel, and PowerPoint, as well as PDF creation and editing software. Advanced skills to research state and municipal regulations regarding water, wastewater, and reuse.

Knowledge of water and sewer line construction methods, governmental laws and policies pertaining thereto. Advanced knowledge of cloud storage and "paperless" office practices are required. Knowledge of the Department and City's policies, procedures, and practices.

Skill in the use of taking dictation or of transcription of meeting notes and the composition of meeting minutes. Ability to analyze a variety of administrative problems and to make sound recommendations. Required to frequently use effective written and oral communication skills.

Ability to complete assignments within time commitment constraints. Adapt an attitude of teamwork, collaboration, and adaptability. Ability to focus on the positive in every situation.

Ability to stay centered when challenged. Ability to model respect for individuals, teams, and the organization. Ability to establish and maintain the trust and confidence of the department and public.

Ability to establish and maintain effective working relationships with employees and the public. Ability to communicate effectively in writing and orally. Ability to work under pressure and meet deadlines.

Ability to follow through with assigned tasks. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, talk, hear, and use hands to finger, handle, or feel. The employee is frequently required to walk and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, and crouch.

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. The office environment is fast paced.

Documentation Requirements Please Read Carefully Applicants, including City of Port St Lucie employees, must upload and submit attached copies of their education credentials with the employment application. Please be sure to attach all required documents to your employment application each time you apply. Uploaded documents remain in your online profile, but they will not attach automatically, and you will be deemed ineligible without the proper documentation.

ALL DOCUMENTS SUBMITTED MUST BE CLEAR, LEGIBLE, AND IN PROPER FORMAT. THE FOLLOWING DOCUMENT(S) ARE REQUIRED AT THE TIME OF APPLICATION AND ARE ACCEPTABLE FORMS OF PROOF: Proof of education in the form of a diploma, degree, or transcripts. Foreign diplomas/degrees must be submitted with a credential evaluation report from an approved credential evaluation agency*.

Translations of diplomas/degrees are not accepted. Audit/Academic reports are not accepted as substitutions for college transcripts. Driver's License: A Valid Driver's License from any state (Equivalent to a State of Florida Class E) may be utilized upon application; however, within thirty (30) days from the date of hire, a State of Florida Driver's License (Class E or higher) must be presented.

*Approved Credential Evaluation Agencies: Credential evaluation reports showing the United States equivalency for academic credentials earned in other countries may be provided by: An accredited four-year college or university in the United States, OR A current member of the National Association of Credential Evaluation Services (NACES), OR A current member of the Association of International Credential Evaluators (AICE), OR A recognized Professional Organization For an additional list of approved credential evaluation agencies, visit the Florida Department of Education It is the applicant's responsibility to ensure that all required documents submitted with the employment application are in a format that is acceptable, clear, and legible for eligibility determination or risk being disqualified. Applicants, including City of Port St Lucie employees, must completely detail their work experience on the employment application or risk being disqualified. Resumes will not be reviewed in place of the employment application.

It is the applicant's responsibility to update their online profile with personal data, work experience, education, and certifications when submitting application(s); failure to do so may result in disqualification.