Administrative Assistant

NOTE TO INTERNAL APPLICANTS

INTERNAL

CANDIDATES IN THE SAME CLASSIFICATION AND/OR PAY GRADE AS THE POSITION POSTED WILL NOT RECEIVE A PAY ADJUSTMENT IF SELECTED.

Under direction, the purpose of the position is to provide complex and specialized administrative support to the assigned executive level supervisor. Employees in this classification function at journey level and are accountable for the accuracy of both routine and non-routine administrative support duties performed as dictated by the nature of the department. Position is accountable for assigning, reviewing, and evaluating the work of entry level clerical staff. Performs related work as directed. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position. Coordinates and manages assigned office operations to support departmental goals and objectives; coordinates activities with other departments and agencies as needed. Evaluates office procedures, schedules, and workflow, and recommends policies and procedures to improve efficiency and effectiveness of office operations; assists with specialized projects to support administrative processes of the department. Performs a variety of complex and specialized administrative functions, e.g., analyzing data, typing, reports processing, documentation verification; gathers, interprets, and prepares data for studies and reports; provides information to supervisor. Communicates official plans, policies, and procedures to staff; trains and motivates and evaluates assigned staff; reviews progress and directs changes as needed to supervisor/manager; maintains harmony among workers and resolves problems; initiates corrective measures for errors and complaints. Receives telephone inquiries and concerns, ascertaining the nature of the call, and resolving personally, directing it to the appropriate individual or department, or acting as liaison to the assigned executive level supervisor. Maintain confidentiality of information in the performance of duties. Reviews and verifies budget documentation to ensure compliance. Attends meetings for the dissemination of information as required by the assigned supervisor. Generates various complex and specialized correspondence, articles, memos, agendas, orders, reports, forms, manuals, or other relevant materials appropriate to the assigned department; develops and generates material for speaking engagements and official correspondence. Reviews and verifies budget documentation to ensure compliance with pre-established budget guidelines and requirements; may maintain office supply inventories. Performs a variety of critical record keeping duties; manages and maintains department record keeping and filing systems and relevant materials appropriate to assigned unit. Attends meetings for the dissemination of information as required by the assigned manager. May maintain weekly/monthly calendars and schedules for the assigned supervisor; may coordinate and prepare agendas, e.g., scheduling, meetings, travel arrangements, conferences, seminars. Performs duties as assigned/necessary which are related, or logical in assignment to the position.

Education:

High School Diploma or GED.

Experience:

Four (4) years of responsible experience in administrative/secretarial support functions or an equivalent combination of education, certification, training, and/or experience.

Miscellaneous:

Must possess and maintain a valid Florida Driver's License Thorough knowledge of modern records management techniques; skill in planning, organizing, and coordinating schedules, meetings and travel arrangements. Thorough knowledge of the principles and practices of modern public administration; knowledge of human resource administration. Ability to understand, follow, and supervise written and oral instructions. Ability to communicate effectively verbally and in writing. Skill in establishing and maintaining effective working relations with all levels of management, employees, other departments, officials, and the general public; skill in the principles and techniques of customer service skills. Skill in preparing complex correspondence, summaries, and reports in a clear and concise manner; skill in business English, e.g., correspondence formats, spelling, punctuation, and grammar. Skill in performing routine mathematical computations and tabulations accurately and efficiently. Skill in typing 65 WPM. Ability to access, operate, and maintain various software applications. Ability to operate basic office equipment, e.g., computer terminals, printers, copy machines, telephone systems, facsimile machines. Skill in reading, updating, and maintaining various records and files; skill in complex administrative support functions, e.g., records maintenance, data analysis, reports processing, and documentation proofing.

PHYSICAL DEMAND REQUIREMENTS

Physical demand: Sedentary 10 pounds maximum lifting. Occasional (up to 1/3 of the work time) lifting, carrying, pushing, and pulling. Some occasional walking or standing may be required. Expressing or exchanging ideas by spoken word or perceiving sound by ear. Good eyesight for production or the safety of self and others.