Administrative Assistant – Veterans Services Position Available In Martin, Florida

Administrative Assistant – Veterans Services Martin County Board of County Commissioners – 3.6 Stuart, FL Job Details Full-time $41,351.17 a year 6 days ago Qualifications Writing skills English Mid-level 3 years Administrative experience Transcription Driver’s License Computer hardware Phone etiquette Associate’s degree Grammar Experience Full Job Description SUMMARY Under specific direction, performs skilled office and clerical work for a major function. Work requires knowledge of the office operation and includes significant internal and external high level contacts. Emphasis is placed upon dealing with highly political, confidential and diplomatic matters requiring extreme tact and poise. In the event of a natural or man-made disaster that may threaten the area, the employee will be required to perform emergency duties as directed.

ESSENTIAL DUTIES AND RESPONSIBILITIES / KNOWLEDGE, SKILLS AND ABILITIES

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The listed duties are illustrative only and are not intended to describe each and every function, which may be performed in the job class. The omission of specific statements does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position.) Relieves supervisor of administrative details by advising employees and the public on policy, procedures, rules and regulations and explaining, interpreting, and enforcing it. Prepares special reports; assembling budget data; and serves as liaison with County departments and divisions, professional groups, individuals and the public regarding matters pertaining to programs or operations of the division or office. Establishes and maintains a comprehensive filing system including office correspondence, confidential documents, reports and other material; retrieves and summarizes information in files for supervisor. Serves as recording secretary at conferences and boards, council or commission meetings, taking official minutes; furnishes detailed information concerning agenda items to officials; and prepares minutes in final form for distribution. Researches files and legal and technical documents to obtain selective data relevant to a specific question or problem. Reviews source materials for articles, manuals, confidential findings or speeches and assists the supervisor in preparing the material or legal package in final form. Reviews incoming mail, determines which can be handled personally and forwards remainder to supervisor or appropriate staff members. Composes and signs replies to inquiries not requiring the supervisor’s attention. Researches and attaches pertinent information to incoming mail. May serve as records manager for the section, ensuring records are retained for appropriate length of time and appropriate disposal of records. Makes arrangements for travel, meetings, and conferences; prepares travel request forms and travel expense reports. Informs participants of topics to be discussed and may provide background information. Attends meetings or conferences to take notes or is briefed on meetings in order to know what commitments were made and what developments have occurred. Composes detailed or summary accounts of conferences or meetings. Keeps supervisor’s calendar, establishes priorities at own discretion, and sets up and shifts appointments. Informs supervisor of upcoming appointments. Receives incoming telephone calls and visitors; ascertains the identity of the caller and the nature of the call and personally handles the matter, refers caller to proper personnel or arranges an appointment with supervisor. Types correspondence, minutes, forms, reports, presentations, agendas, news releases, budget transfers, tables, graphs, newspaper ads and confidential, legal, technical and/or statistical material from copy, rough draft, verbal instructions, dictation, transcribing machine or own knowledge. Ensures the security of the legal and confidential documents. May be assigned to check and process time sheets, reviewing sick leave, annual leave and overtime availability and usage. Maintains confidentiality and processes all actions relative to staff personnel; such as, status changes, evaluations, and reprimands. Assists in filling out paperwork for worker’s compensation injuries and accident reports. Assist’s in guiding employee’s to proper staff with regard to questions on benefits, rules and regulations. May monitor and reconcile budget expenditures, contract and line item budget transfers; keeps project ledger books and budget files up-to-date; and assists in preparation of annual budget. Audits bills and approves for payment. Responsible for initiating and tracking purchase orders and processing invoices for payment upon job assignment. Operates a computer, transcribing machine, copy machine, and fax in performance of duties. May be assigned to assist in payroll functions. Performs work related to this job description as required.

KNOWLEDGE, SKILLS AND ABILITIES

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The knowledge, skills, and abilities identified in this class specification represent those needed to perform the duties of this class. Additional knowledge, skills and abilities may be applicable for individual positions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.) Knowledge of modern office practices, procedures, and equipment. Knowledge of advanced clerical practices and techniques. Knowledge of business math, business English, grammar, and spelling. Knowledge of telephone etiquette. Knowledge of computer hardware and software, including word processing, data processing software, and the Internet. Skill in operating office equipment. Ability to maintain files alphabetically, numerically, and categorically. Ability to maintain records and logs; assemble data and prepare standard forms. Ability to make arithmetic computations accurately and with reasonable speed. Ability to communicate clearly and effectively both orally and in writing. Ability to maintain confidentiality. Ability to use independent judgment in interpreting and enforcing policies and procedures. Ability to use discretion and judgment in carrying out administrative details. Ability to deal with internal and external high level contacts with tact and diplomacy. Ability to work independently. Ability to establish and maintain effective working relationships.

EDUCATION AND EXPERIENCE

Graduation from an accredited college with an Associate’s degree in Administration, Office Management, Accounting, English or a closely related field and three (3) years of administrative support experience. Additional qualifying education and/or experience which provide the necessary knowledge, skills and abilities may be substituted one for the other on a year for year basis.

CERTIFICATES, LICENSES, REGISTRATIONS

Must possess a valid Florida Driver’s License

PHYSICAL DEMANDS / WORK ENVIRONMENT

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. Acceptable eyesight (with or without correction) Acceptable hearing (with or without correction) Ability to sit for long periods of time. Requires manual dexterity sufficient to operate a keyboard, calculator, telephone, copier, and other related office equipment as necessary.

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. Work is performed primarily indoors. Involves frequent interaction with people. May require attendance at night meetings and/or outdoor meetings.

ADA/COMPLIANCE STATEMENT

This document may be reproduced upon request in an alternative format by contacting the County ADA Coordinator (772) 320-3131, the County Administration Office (772) 288-5400, Florida Relay 711, or by completing our accessibility feedback form at www.martin.fl.us/accessibility-feedback.

EEO STATEMENT

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

ADA/COMPLIANCE STATEMENT

This document may be reproduced upon request in an alternative format by contacting the County ADA Coordinator (772) 320-3131, the County Administration Office (772) 288-5400, Florida Relay 711, or by completing our accessibility feedback form at www.martin.fl.us/accessibility-feedback.

EEO STATEMENT

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

DRUG FREE WORKPLACE POLICY NOTICE/STATEMENT

The Drug Free Workplace Policy, serves as notice to all employees that it is a condition of employment to refrain from using illegal drugs or abusing legal drugs, and that a drug-testing program is implemented.

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