Administrative Assistant

Kestrel Solutions, Inc.; Tallahassee (FL); On-site; USD 32,000 - 33,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Paid leave time

401(k) plan

Professional development

Employee discount program

Job summary

Florida Association of Court Clerks and Comptrollers (Civitek) seeks an Administrative Assistant in Tallahassee, FL. The role reports to the Deputy Director of Administration and Member Services and ensures efficient meeting coordination, reporting, and documentation.

The position supports committees, staff, and external partners with professional communication, project coordination, and robust customer service, while handling clerical duties and travel within Florida as needed.

Qualifications

• A high school diploma or the equivalent plus four years of administrative experience.
• Prefer experience with meeting/event coordination.
• Must be able to travel approximately 10% within the state of Florida.
• Position requires prompt attendance during business hours of 8:00 am ET to 5:00 pm ET, Monday through Friday.

Responsibilities

• Coordinate meetings, prepare agendas, and take minutes for committees and boards.
• Facilitate Webex meetings and maintain committee webpages.
• Create knowledge articles for advisories and help desk reference materials.
• Assist budget preparation for Civitek services.
• Produce monthly project updates and reports.
• Provide support for marketing software tracking projects and customer interactions.
• Prepare official correspondence to elected officials and regulatory agencies.
• Provide general staff support and professional customer service.
• Perform clerical duties such as filing, faxing, answering phones, and emails.

Skills

Communication

Customer service

Organization

Attention to detail

Time management

Teamwork

Problem solving

Office procedures

Microsoft Office

Travel coordination

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Microsoft Teams

Outlook

SharePoint

Zoho

JIRA

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Administrative Assistant

CIV Admin Full Time Clerical Maclay 1, Tallahassee, FL, US

3 days ago Requisition ID: 1149

Salary Range: $23.08 To $24.04 Hourly

Administrative Coordinator-Committee Support

Located in Tallahassee, Florida, the Florida Association of Court Clerks & Comptrollers is a statewide, non‑profit member association. The association is comprised of the Florida Clerks of the Circuit Court and Comptrollers. FACC Services Group, LLC, dba Civitek Solutions was established in 1991 to provide financial and technical services for the Clerks of Circuit Court and Comptrollers of the State of Florida. Civitek is a wholly owned subsidiary of the Florida Association of Court Clerks, Inc. (FCCC)

A Brief Overview

This position reports to the Deputy Director of Administration and Member Services. Under general supervision, this position provides administrative, communication, and project coordination support for committees, leadership, and staff. It ensures effective meeting coordination, accurate reporting, well-organized documentation, and smooth execution of strategic and operational activities. The role also serves as a key liaison between internal teams, external partners, and stakeholders, maintaining professionalism, efficiency, and strong customer service throughout all interactions.

Essential Duties and Responsibilities:

• Serve as liaison for Audit Committee, Budget & Finance Committee, and the Florida Trust. Coordinate formal correspondence to committees, boards, external workgroups and internal staff. Calendar meetings, prepare agendas, minutes for meetings and conferences as requested.
• Facilitate Webex meetings and maintain committee webpages. Maintain event calendars for committees, boards, and workgroups.
• Create knowledge articles for all advisories, alerts, and communications sent to customers for help desk reference materials.
• Assist the Chief Operating Officer, Director, and project managers with preparation of Clerk's individualized annual estimated IT budget for Civitek services.
• Coordinate project management updates and produce monthly reports.
• Serve as administrator for the marketing team's software for tracking projects and customer interactions.
• Provide comprehensive support and coordination for special projects involving financial operations, reporting processes, and Clerk-related activities.
• Prepare official correspondence to include corresponding with elected officials and regulatory agencies.
• Provide support to staff, managers, directors and senior-level leadership as needed
• Act as a liaison with internal and external customers/contacts. Communicate with coworkers, management, staff, Clerk's offices, the general public, and others in a courteous and professional manner. Provide high-quality customer service to all internal and external customers.
• Perform clerical duties, such as filing, faxing, answering phone calls, and responding to emails.
• Perform other related duties as assigned.

Knowledge, Skills and Abilities Required:

• Possess strong communication/interpersonal skills. Ability to communicate effectively both verbally and in writing.
• Proven exceptional customer service skills, organization, and attention to detail. Experience in coordinating speakers and programs.
• Possess strong team skills when interacting with other team members.
• Possess strong analytical, logic and reasoning skills and a high level of attentiveness to detail.
• Ability to manage time, prioritize work assignments, and work independently with purposeful leadership.
• Highly organized and able to create an organized and easy‑to‑follow system for others.
• Ability to function as a conscientious employee with a strong work ethic who pays attention to work products and process details.
• Independently motivated, with the ability to take on tasks and duties without immediate direction.
• Ability to work in a fast‑paced environment and meet deadlines while maintaining accuracy.
• Ability to work collaboratively across departments and with organization leadership.
• Exhibit discipline, teamwork, collaboration, and professionalism. Independent judgment, initiative and problem‑solving skills are required.
• Ability to research and solve problems.
• Understand general office procedures, practices, and policy skills.
• Working knowledge of Microsoft Office, Word, PowerPoint, Excel, Teams, Outlook, and SharePoint. Knowledge of Zoho and JIRA a plus.
• Must be able to travel approximately 10% within the state of Florida.
• Position requires prompt attendance during business hours of 8:00 am ET to 5:00 pm ET, Monday through Friday.

Education and Experience Required:

A high school diploma or the equivalent plus four (4) years of administrative experience. Prefer experience with meeting/event coordination.

Florida Association of Court Clerks and Comptrollers-Civitek offers a dynamic business culture that values, encourages, and includes the thinking and collaboration of our employees. We're driven by the need to build something better! Civitek creates technology solutions that protect revenue, save time, and free up resources for Florida's Clerks and Comptrollers. What remains constant throughout our history of transformation is our dedication to our clerks, their constituents, our employees, and to the values on which Civitek was built: integrity, member/customer focused, simplicity, innovation, collaboration, ownership, and bring JOY.

Our employees enjoy an exceptional benefits package, including health, dental, vision, life, disability, paid leave time, a 401(k) plan, paid holidays, professional development, and an employee discount program.

So, if you are ready to be a part of building something better, join our team!