Administrative Assistant - GoPasco (Public Transportation)

Pasco Police Department; Town of Florida (NY); On-site; USD 42,000 - 56,000; Full time

Job summary

Pasco County is seeking an Administrative Assistant to provide high-level clerical support to a department director. The role includes acting as a personal assistant, managing calendars, preparing documents, and coordinating with HR and vendors.

The successful candidate will handle filing, reporting, and communications, while maintaining discretion and confidentiality in sensitive matters. Strong MS Office skills and prior secretarial experience are required.

Qualifications

• Associate degree plus 2 years of secretarial/clerical experience.
• Or high school diploma with 4 years of experience.
• Experience with typing and PC operations.

Responsibilities

• Act as personal assistant to a department director.
• Maintain director's calendar and schedule meetings.
• Prepare forms and letters for director's signature.
• Set up and maintain files; manage correspondence.
• Coordinate budget and purchasing activities.
• Handle travel expense claims in Munis.
• Liaise with HR, vendors, and internal customers.

Skills

Business English

Office procedures

Unit operations

Document drafting

Decision making

Relationship building

Schedule management

PC skills

Mainframe knowledge

Reading comprehension

Communication skills

Time management

Education

Associate degree

High school diploma

Tools

Microsoft Word

Microsoft Office Suite

Civic Clerk

NeoGov

Munis

Publisher

Job description

General Description

JOIN OUR TEAM AS AN ADMINISTRATIVE ASSISTANT

Responsible and advanced clerical work, which includes administrative responsibility in a major department. Positions allocated to the class differ from positions in the class of Senior Secretary and Administrative Secretary II either because of the independent performance of more complex secretarial tasks or because responsibility is involved for the operation of a complex office.

General Description

JOIN OUR TEAM AS AN ADMINISTRATIVE ASSISTANT

Responsible and advanced clerical work, which includes administrative responsibility in a major department. Positions allocated to the class differ from positions in the class of Senior Secretary and Administrative Secretary II either because of the independent performance of more complex secretarial tasks or because responsibility is involved for the operation of a complex office.

Essential Job Functions

Acts as a personal assistant and/or aide to a director of a large complex operating department. Performs duties of an administrative aide nature for the director. Participates in the work of the director such as interviewing office visitors and issuing information regarding the services or the operation of the unit. Maintains director’s calendar by planning and scheduling meetings, conferences, teleconferences, and travel. Anticipates, advises, and prepares director for important meetings as needed. Takes minutes of conferences, meetings, and official functions as required. Prepares forms independently and composes letters for director's signature. Sets up and maintains files. Files letters, reports, and related technical information in the prescribed manner. Assembles information for director's use. Creates reports and collates data utilizing a personal computer. Receives and screens callers. Refers callers to other employees, officials, or departments. Assists and offers direction to other clerical staff as needed. Assists director as needed in the formulation of the budget. Processes purchase orders for the department as needed. Maintains and/or orders supplies for the department. Travel expense claims in Munis. Tracks Request for Legal Services (RLS) in ProLaw and Information Technology (IT) requests and conduct follow ups. Handles Certificate of Hire (COH) packets as well as termination paperwork. Coordinates closely with Human Resources and acts as a liaison for department director with outside vendors, organizations, and internal customers. Maintains a high degree of discretion and protects operations by keeping information confidential. Performs related work as required.

Knowledge, Skills And Abilities

• Knowledge of business English, spelling, and punctuation.
• Knowledge of office practices and procedures.
• Knowledge of the overall functions and operations of the unit to which assigned.
• Ability to prepare documents and compose letters and memoranda.
• Ability to make decisions in accordance with departmental rules, regulations, and policy.
• Ability to establish and maintain effective working relationships with employees and the public.
• Ability to relieve the schedule of the director.
• Ability to operate a personal computer and utilize the related software programs.
• Knowledge of the County mainframe system.
• Ability to read for comprehension.
• Strong interpersonal and communication skills, both written and verbal.
• Strong organizational and time-management skills and ability to deal with multiple tasks simultaneously.

Minimum Requirements

PHYSICAL SKILLS:

Ability to communicate effectively using verbal, written and visual communication.

EDUCATION, TRAINING AND EXPERIENCE:

Graduation from an accredited college or university with an Associate degree and two (2) years' experience in secretarial and/or clerical experience including typing experience and the operation of a personal computer OR graduation from high school or possession of an acceptable equivalency diploma and four (4) years' of experience. Proficiency with computer software programs such as Microsoft Word, Microsoft Office Suite, Civic Clerk, NeoGov, Munis, and Publisher preferred.

In House Employees:

This position qualifies for DAP.

LICENSES, CERTIFICATIONS OR REGISTRATIONS:

Must possess a valid Florida driver's license.

ADA STATEMENT:

A qualified employee or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act.

DRUG-FREE WORKPLACE:

Pasco County is a drug-free workplace in accordance with Federal and Florida law.

EMERGENCY RESPONSE/RECOVERY ACTIVITIES:

All employees will be required to work before, during, or after an emergency. During an emergency, employees may temporarily be assigned to work and perform duties outside the normal scope of their position, location and work schedule to fit the needs of the County and its citizens.

VETERANS' PREFERENCE:

Under Section 295.07, F.S., Chapter SSA-7, Pasco County BCC provides to Veterans, that preference in appointment will be given to preference-eligible applicants.

PASCO COUNTY WAS VOTED ONE OF THE NATION'S TOP WORKPLACES FOR 2021