Administrative Assistant

OKEECHOBEE COUNTY; Town of Florida (NY); On-site; USD 42,000 - 56,000; Full time

Job summary

OKEECHOBEE COUNTY is seeking a versatile Administrative Assistant to support Fire Rescue with typing, proofreading, data entry, scheduling and document preparation under the supervision of the Assistant Facilities Director.

The role includes greeting the public, routing inquiries, maintaining records, basic bookkeeping, notary duties, and calendar management. Strong organization and confidentiality are essential, especially when working under deadlines.

Qualifications

• High school graduation or GED.
• Three years of secretarial/administrative experience.
• Notary Public.
• Experience working with the public preferred.
• Demonstrated organizational and communication skills.

Responsibilities

• Performs a wide variety of typing assignments; enters data, drafts letters, reports.
• Greets the public; handles inquiries and routes calls; maintains inquiry log.
• Provides staff/operational support and liaises with other departments.
• Sorts, screens, and distributes mail; drafts responses; operates office equipment.
• Maintains files/records and schedules meetings/interviews.
• Orders and stocks office supplies.
• Performs basic bookkeeping such as simple billing and cash receipts.
• Performs other duties as assigned; may assist during disasters.

Skills

Organizing and coordinating skills

Written materials creation/editing

Knowledge of county government

Follow instructions

Office equipment operation

Work under pressure

Records maintenance

Public relations

Confidentiality

Simple accounting procedures

Effective communication

Education

High school diploma or GED

Three years of secretarial/administrative experience

Notary Public

Tools

Typewriter

Personal Computer

Dictaphone

Copier

Job description

Performs a variety of office support and/or administrative duties for Fire Rescue, 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