Administrative Specialist – Combined Communication Division Position Available In Alachua, Florida

Administrative Specialist – Combined Communication Division Alachua County Sheriff’s Office (FL) Gainesville, FL Job Details Full-time $22.89 – $36.59 an hour 1 day ago Qualifications Mid-level Full Job Description JOB Specialized work providing clerical support to the Combined Communications Division Manager and other supervisory personnel. Key responsibilities encompass the comprehensive execution of diverse projects, such as the preparation of monthly statistical reporting, payroll management, documentation of meeting minutes, scheduling, and systematic file archiving.

Work is performed under the supervision of the Combined Communications Division Manager. Performance assessments are based on direct observation, outcomes achieved, appropriate employee performance appraisals, and both oral and written reports.

EXAMPLE OF DUTIES

Prepare and review correspondence for Division Manager and other supervisory staff within the divisionType and distribute correspondenceAnswer the administration telephones and provide information, make referrals, and take messagesDevelop and distribute the monthly 911 and ACSO statistical/management reportsReview division payroll entries to ensure accuracy into the ExecuTime Payroll programSchedule meetings and take minutes for Division, Combined Communications Center, Administrative and Executive Board, User Groups, and other meetingsMaintain the Division Manager’s calendarMaintain accurate and organized employee records and associated software applications (Guardian Tracking and Blue Team)Maintain division management, informational, and correspondence filesPerform file archiving of all documents generated by the division and process files for archiving in accordance with State of Florida and ACSO regulationsMaintain an accurate inventory of office supplies needed by the divisionMaintain an organized office and kitchen supply room to optimize inventory management and accessibility of suppliesAssist with training program, coordinating events, and onboarding new staff membersOrder office supply items in a timely manner so that needed items are always availableRegularly inspect Division copy room area and perform basic maintenance as required to include emptying the shredder receptacle, replenishing the copier with necessary supplies such as paper/ink/toner, etc.

Process and distribute incoming and outgoing daily mail between the division administrative offices, the Combined Communications Center, and other locations as neededThoroughly complete and submit training and travel authorization forms in a timely manner for division personnelManage and report building facility issues•This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of specific job functions or tasks does not absolve an employee from being required to perform additional tasks incidental to or inherent in the position.

SUPPLEMENTAL INFORMATION

Ability to self-initiate and work with minimal supervisionAbility to present a positive, professional imageAbility to establish and maintain effective working relationships with coworkers, supervisors, other agency representatives, and the publicAbility to plan, schedule, and complete a variety of projects and programsAbility to perform simple mathematical calculations accuratelyAbility to accurately prepare statistical and management reports with no supervision or assistanceAbility to present facts and recommendations effectively, both orally and in writingAbility to transcribe tapes, messages, and correspondence accuratelyAbility to complete assigned tasks and functions, with minimal supervisionAbility to file accurately in accordance with accepted office standards and techniquesAbility to construct correspondence, such as letters, memoranda, and reports, that are grammatically correct with proper compositionAbility to maintain confidentialityAbility to identify projects and tasks and work independently without direct oversight