Administrative Support Clerk

Clerk and Comptroller, St. Lucie County; Florida; On-site; USD 38,000 - 52,000; Full time

Job summary

The Clerk and Comptroller, St. Lucie County, seeks a proactive Administrative Specialist to support the Clerk, COO, CCO, and CAO, as well as department managers. You will interact with leadership and the public, assisting with special projects and event planning.

Responsibilities include preparing minutes and reports, managing schedules and travel, supporting internal and external communications, and helping with public relations campaigns to raise the office's visibility.

Qualifications

• Bachelor's degree or four years related experience or equivalent combination.
• Experience in administrative support and public interactions.

Responsibilities

• Prepare minutes, reports, memos, letters, and statements using MS Office.
• Manage meeting schedules, conferences, teleconferences, and travel.
• Support management communications both internal and external.
• Assist in planning public relations campaigns and events.
• Greet guests and answer inquiries; direct as needed.
• Submit and track maintenance work orders.
• Attend meetings in Clerk's absence; assist legal department as needed.
• Support special projects and other duties as assigned.

Skills

Customer service

Interpersonal skills

Verbal communication

Written communication

Organizational skills

Microsoft Office

Confidential data handling

Education

Bachelor's degree

Four years related experience

Tools

Microsoft Office Suite

Database applications

Email

PDF attachments

Internet search tools

Job description

Provides administrative support to the Clerk, Chief Operations Officer, Chief Compliance Officer, and Chief Administration Officer. Provides support to department managers and interacts with all levels of leadership within the organization in addition to the public. Assists with special projects and event planning.

Responsibilities:

• Provides high-level administrative support in preparation of meeting minutes, reports, memos, letters, and statements and other documents, using word processing, spreadsheet, database, or presentation software.
• Maintains administrative appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Provides support to management regarding office's internal and external communications.
• Assists in the planning of office public relations campaigns, including strategies and tactics to increase the office's visibility and enhance its internal and external perception.
• Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries.
• Submits and tracks maintenance work orders.
• Represents Administration by attending meetings in the Clerk's absence, speaking for the Clerk as guided.
• Assists legal department as needed.
• Develops and implements special projects and event planning.
• Other duties as assigned by Clerk of Courts and/or Chiefs

Education & Experience:

Bachelor's degree from an accredited four-year college or university; or four years of directly related experience; or equivalent combination of education and experience.

Knowledge, Skills, and Abilities:

• Possess excellent customer service and interpersonal skills to establish and maintain cooperative, tactful, effective, and harmonious working relationships with co-workers, attorneys, external agencies, and the public.
• Skilled in speaking clearly and distinctly, both in person and on the telephone, using appropriate vocabulary and grammar to communicate routine and complex information in a manner that is understandable and respectful.
• Excellent writing skills to compose general correspondence using correct grammar and punctuation and using tone and format appropriate for the intended audience.
• Strong computer skills with proficiency in desktop office solutions, such as Microsoft Office Suite, database applications, email, .pdf file attachments, internet search tools, and various computer peripheral devices.
• Knowledge of a wide range of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures, office equipment and terminology.
• Ability to learn and understand specialized information, including codes, rules, policies, procedures, forms, and legal terms, and apply that knowledge in carrying out job assignments accurately and efficiently.
• Ability to work with confidential and/or sensitive data; interpret and comply with state and federal guidelines.
• Have strong organizational skills with ability to prioritize work in an environment that includes frequent interruptions and simultaneous detailed attention to multiple tasks.
• Dependable and able to meet the assigned work schedule. Must be flexible as work assignments may frequently change.
• Ability to work independently with little supervision and exercise good judgement and discretion.
• Comply with legal advice restrictions of the Clerk of the Circuit Court & Comptroller's Office.

Physical Demands:

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this position, with or without reasonable accommodation. While performing the duties of this job, the Deputy Clerk is regularly required to sit, stand, and walk; use hands and fingers to handle or operate objects, tools, or controls; and communicate verbally and audibly. The employee frequently reaches with hands and arms and may be required to climb, balance, stoop, kneel, crouch, or bend. The employee must be able to lift and/or move items weighing up to 25 pounds. Specific vision abilities required include close vision, color vision, depth perception, and the ability to adjust focus.