Administrative Assistant

OKEECHOBEE COUNTY; Okeechobee (FL); Hybrid; USD 32,000 - 42,000; Full time

Job summary

OKEECHOBEE COUNTY is seeking an organized Administrative Assistant to support Facilities Maintenance and Administrative Services with clerical tasks, data entry, scheduling, and document preparation.

You will greet the public, handle inquiries, file records, process forms, and perform light bookkeeping. A high school diploma and three years of secretarial experience are required; Notary Public is preferred.

Qualifications

• Organizing and coordinating skills.
• Ability to create, compose and edit written materials.
• Knowledge of county government organization and services.
• Ability to follow specific instructions and procedures.
• Operate office equipment (typewriter, PC, Dictaphone, copier).
• Ability to work under pressure with short deadlines.
• Records maintenance skills.
• Public relations skills.
• Ability to maintain confidentiality of records and information.
• Ability to perform simple accounting procedures.

Responsibilities

• Performs a wide variety of typing assignments; drafts, edits and prints letters, tables and reports.
• Greets and directs the public; routes inquiries and maintains logs.
• Serves as liaison with other departments on administrative matters.
• Sorts and distributes mail; handles routine inquiries and copies.
• Maintains files, records and documents.
• Arranges meetings, schedules appointments and interviews.
• Orders and stocks office supplies.
• Performs basic bookkeeping duties and cash receipt activities.
• Performs other duties as assigned by the Administrative Services Director.
• May serve as essential during declared disasters.

Skills

Organizing & coordinating

Written communication

Public relations

Confidentiality

Simple accounting

Office equipment operation

Communication (oral)

Ability to follow instructions

Pressure handling

Records maintenance

Education

High school diploma or equivalent

Three years secretarial/administrative experience

Notary Public

Tools

Typewriter

PC

Dictaphone

Copier

Job description

Performs a variety of office support and/or administrative duties for Facilities Maintenance, such as composing and word processing a variety of standard documents and correspondence, relaying and resolving routine telephone and/or walk-up inquiries, scheduling calendar items and meetings, processing forms, performing data entry and establishing and maintaining records. Edits and proofreads documents to ensure accuracy. May perform duties involving simple mathematical calculations. Work is performed under the general supervision of the Assistant Facilities Director.

Responsibilities:

• Performs a wide variety of typing assignments which are sometimes confidential in nature; operates personal computer to enter data, draft, edit, revise and print letters, tables, reports and other materials.
• Greets and directs the public, as and when appropriate; resolves routine administrative problems and answers inquiries concerning activities and operations of department/division; accepts, screens and routes telephone calls; maintains log of inquiries as required.
• Performs a range of staff and/or operational support activities; may serve as a liaison with other departments on basic administrative and/or operational matters.
• Sorts, screens and distributes incoming and outgoing mail; drafts or prepares responses to routine inquiries; prepares photocopies and facsimiles and operates a variety of office equipment.
• Establishes, maintains, processes, and updates files, records, certificates, and/or other documents.
• Arranges meetings and conferences, schedules interviews and appointments, and performs other duties related to maintaining one or more individual schedules.
• Orders and stocks office supplies.
• Performs basic, routine bookkeeping functions, which may involve simple billing and cash receipt activities.
• Performs miscellaneous job-related duties as assigned by the Administrative Services Director.
• May serve as an essential working during declared disasters.

(These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related marginal duties as required.)

Minimum Qualifications:

• Organizing and coordinating skills
• Ability to create, compose and edit written materials
• Knowledge of county government organization and services provided.
• Ability to understand and follow specific instructions and procedures
• Ability to operate various office equipment (typewriter, PC, Dictaphone, copier, etc.)
• Ability to work under pressure with short deadlines.
• Records maintenance skills.
• Skill in public relations.
• Ability to maintain confidentiality of records and information.
• Ability to perform simple accounting procedures.
• Ability to communicate effectively, both orally and in writing.

Requirements:

• High school graduation or possession of an acceptable equivalency diploma
• Three (3) years secretarial and administrative experience
• Notary Public
• Previous experience in working with the public preferred