Executive Staff Assistant - Commissioners Office

Alachua-County-Board-of-County-Commissioners; Gainesville (FL); On-site; USD 32,000 - 52,000; Full time

Job summary

Alachua County Board of County Commissioners is seeking an administrative office professional to perform a wide range of clerical and customer service duties. The role requires a high school diploma or equivalent and at least three years of office experience, with trainee options for those near qualification milestones.

The position emphasizes accuracy in filing, calendar management, correspondence, and support for the County Manager and Board.

Qualifications

• High school diploma or equivalent with 3 years general office/clerical experience.
• Three years may be substituted with related training/experience.
• Applicants within six months of meeting the minimum education/experience requirement may be considered for trainee status.

Responsibilities

• Exudes a positive customer service focus.
• Advocates building organizational culture through core values: integrity, honesty, respect, diversity, innovation, accountability and communication.
• Assists in reviewing complaints or service requests and prepares responses for supervisors.
• 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; retrieves files and runs reports.
• Prepares correspondence, reports, and forms; takes and transcribes minutes.
• Manages mail handling and distribution; opens, sorts and stamps outgoing mail.
• Maintains calendars and makes reservations for County executives and the Board.
• May coordinate travel requests and reimbursements; supports routine correspondence for the County Manager's Office.
• Performs other duties as assigned with professionalism and urgency.

Skills

Customer service

Office organization

Time management

Independent worker

Communication

Education

High school diploma or equivalent

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Job description

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.

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.

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.