Executive Staff Assistant - Commissioners Office

Alachua County Sheriff's Office; Gainesville (FL); On-site; USD 32,000 - 48,000; Full time

Benefits offered by this job

Medical/Health Insurance

Employee Life Insurance

Florida Retirement System

Employee Assistance Program

Dental Insurance

Vision Insurance

Flexible Spending Accounts

Roth IRA

Tuition Assistance Program

Job summary

Alachua County Board of County Commissioners is seeking an experienced office professional to perform a wide range of administrative duties in support of the County Manager's Office. You will handle correspondence, filing, minutes, calendar management, and customer service duties with professionalism and urgency.

The role requires high school diploma and 3 years of office experience, strong Excel/Word/PowerPoint skills, and the ability to work independently while following established policies.

Qualifications

• High school graduation or equivalent with 3 years of general office/clerical or customer service experience.
• Alternatively, any equivalent combination of related training and experience.
• Trainee status may be considered for applicants within six months of meeting the minimum education/experience.

Responsibilities

• Provide broad office and administrative support with independence under supervision.
• Maintain electronic and hard copy filing systems and prepare correspondence.
• Answer phones and manage calendars and travel arrangements as needed.
• Assist with public records requests and notices for meetings.

Skills

Office administration

Customer service

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Typing 35 wpm

Job description

Minimum Qualifications

Graduation from high school or equivalent, and three years of general office/clerical and/or customer service experience; or any equivalent combination of related training and experience. Applicants within six months of meeting the minimum education/experience requirement may be considered for trainee status.

Minimum Qualifications

Graduation from high school or equivalent, and three years of general office/clerical and/or customer service experience; or any equivalent combination of related training and experience. Applicants within six months of meeting the minimum education/experience requirement may be considered for trainee status.

SKILLS TESTING REQUIRED – Only applicants who meet the minimum qualifications and submit the required skills testing scores will be referred to the next step in the recruitment for this position.

This position requires a passing score on the following County's skills assessment tests: Microsoft Excel, Microsoft Word, and Microsoft PowerPoint with a minimum score of moderate knowledge and TYPING with minimum correct words of 35 wpm. Please ensure the testing is done for Alachua County. The assessment tests can be taken in person or online/remotely through the CareerSource North Central Florida. The applicant must contact CareerSource North Central Florida at: [e-mail] to arrange testing.

Passing scores must be received by the Human Resources Office via email at [e-mail] no later than five business days after the posting closes. CareerSource North Central Florida is not responsible for submitting test scores to the Alachua County Human Resources Office. All scores are valid only for a period of 2 years from the date of testing.

Successful completion of all applicable background checks pre-hire and ongoing are required.

Position Summary

This is highly specialized and complex office work performing office and administrative duties of wide variety and scope for the Alachua County Board of County Commissioners (BoCC) and the County Manager's Office.

An employee assigned to this classification is expected to make decisions and act independently in accordance with established office policies and procedures. Supervisor may review non-routine decisions.

Work is performed under the direction of a higher level supervisor and is reviewed through conferences, reports and observation of results obtained.

Examples of Duties

Essential Job Functions

This is an emergency essential classification. Upon declaration of a disaster and/or emergency, all employees in this classification are required to work. Exudes a positive customer service focus. Advocates building organizational culture through aligning decisions with core values including: integrity, honesty, respect, diversity, innovation, accountability and communication. Assists in reviewing complaints or requests for services from the general public or other County departments. Prepares responses to requests; provides background information to supervisor to aid in responding to request. Serves as a gate-keeper, referring citizens to the responsible Deputy/Assistant County Manager before elevating inquiries to the County Manager. Establishes and maintains electronic and hard copy filing systems; classifies and codes materials for filing or data entry; locates and retrieves files and runs reports as required. Prepares correspondence, reports, and forms. Takes and transcribes minutes. Opens, sorts and distributes incoming office/departmental mail; collects, seals and stamps outgoing mail. Ensures that notices, memoranda, directives and related material are properly distributed. Prepares and maintains office policy and procedure manuals. Responsible to publicly notice Commission and Advisory Board meetings. Provides excellent internal and external customer service. Answers and directs phone calls, issues and receives documents. Maintains calendars, and makes reservations for the County Manager, Deputy County Manager, Assistant County Managers and/or the Board of County Commissioners. May process travel requests; make travel arrangements; process reimbursements for travel. May coordinate the preparation of routine/non-routine correspondence of a complex and/or sensitive nature on behalf of the County Manager's Office and/or the Board of County Commissioners. May provide backup coverage for the main reception area for the BoCC and/or the County Manager's Office. Maintains, orders and inventories office supplies. May process requests for proclamations; corresponding with the requestor, and preparing for signatures and presentation. Maintains Local/State/Federal governmental contacts database. Compiles documents for public record requests. May assist with fiscal duties. Responsible for scheduling conference rooms; coordinates with Facilities to set up room, if necessary. Performs the duties listed, as well as those assigned, with professionalism and a sense of urgency.

NOTE: The above listed examples are intended only as illustrations of the various kinds of work performed in positions allocated to this class. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Knowledge, Skills And Abilities

Considerable knowledge of office practices and procedures. Considerable knowledge of vocabulary, grammar, spelling and punctuation in order to prepare and edit typed material. Considerable knowledge of established office standard operating procedures. Considerable knowledge of personal computing including word processing, spreadsheet and database software; calculator, telephone, copy machine; and fax machine. Knowledge of effective telephone etiquette. Skill in dealing with employees and the general public. Ability to plan and organize work and manage time effectively. Ability to follow oral and written instructions. Ability to write and organize correspondence. Ability to proofread typed material and make appropriate corrections. Ability to establish and maintain effective working relationships. Ability to establish and maintain accurate, efficient filing systems. Ability to work independently on multiple tasks and projects; ability to prioritize tasks. Ability to write and organize reports and memoranda.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, talk and hear. The employee is occasionally required to reach and be mobile. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus associated with the constant use of computer monitors.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Alachua County Board of County Commissioners offers a competitive benefit program. We believe that if we expect our employees to support the County, we must first support the health and financial well-being of our employees and their families, now and as they plan for their future.

• Medical/Health Insurance
• Employee Life Insurance
• Florida Retirement System
• Employee Assistance Program

Optional Benefits

• Dental Insurance
• Vision Insurance
• Supplemental & Dependent Life Insurance
• Deferred Retirement Program
• Flexible Spending Accounts
• Roth IRA
• Tuition Assistance Program

NOTE: For detailed information regarding available benefits click here.

You may also view Frequently Asked Questions (FAQs) regarding benefits.

• FLORIDA RETIREMENT SYSTEM (FRS) The Florida Retirement System is a retirement plan designed to provide an income to a vested employee and his/her family when the employee retires, becomes partially or totally disabled, or dies prior to retirement. A defined benefit or defined contribution option may be chosen by the employee.
• TUITION ASSISTANCE PROGRAM Permanent, full-time employees are eligible for educational assistance funds. Contact the Human Resources Office for program details.
• HOLIDAYS Holidays are as follows:
• New Years Day
• Martin Luther King Day
• Memorial Day
• Juneteenth
• Independence Day
• Labor Day
• Veterans' Day
• Thanksgiving Day
• Friday following Thanksgiving
• Christmas Eve (IAFF*)
• Christmas Day
• Additional Christmas Holiday (All non-IAFF employees)
• 2 Floating Holidays (All non- IAFF employees)
• IAFF – International Association of Firefighters Pay periods are every two weeks, Monday through Sunday. Payday is Friday. International Association of Firefighters follow the General Contract 7k regarding holidays.

Vacation Leave – Generous vacation accrual rates with payout of unused accrued leave, with some restrictions. For more detailed information regarding vacation leave refer to Employee Policy Manual, Section 7-2.

Sick leave is earned at a rate of 4 hours per pay period by all permanent, full-time employees*. At the end of each fiscal year, eligible employees can convert up to 10 days of accrued sick leave to vacation leave on a 2:1 basis. For more detailed information regarding sick leave refer to Employee Policy Manual, Section 7-3 *Accruals slightly different for IAFF employee.