Senior Administrative Assistant

Alachua-County-Board-of-County-Commissioners; Gainesville (FL); On-site; USD 65,000 - 85,000; Full time

Job summary

The Alachua County Board of County Commissioners is seeking a highly skilled administrator to oversee a wide range of department functions within county government. The role emphasizes fiscal stewardship, policy development, and effective leadership across administrative teams.

Requirements include a Bachelor's degree with three years of administrative experience, plus the ability to conduct program evaluations, prepare reports, and coordinate grants. Background checks are required.

Qualifications

• Bachelor's degree and three years administrative experience including policy formulation and budget monitoring.
• Or any equivalent combination of directly related training and experience.
• Applicants within six months of meeting the education/experience requirement may be considered for trainee status.
• Successful completion of all applicable background checks pre-hire and ongoing are required.

Responsibilities

• Reviews and processes correspondence; prepares and coordinates reports and requests.
• Assists department director in budget preparation, policy formulation and expenditure review.
• Supervises administrative functions and clerical staff within the department.
• Coordinates contract processes; ensures bids are properly advertised and compliant with regulations.
• Provides staff support in legal suits, disputes, and investigations.
• Assists in program evaluations and grant requests.

Skills

Policy formulation

Budget monitoring

Supervision

Report preparation

Personnel management

Communication

Interpersonal skills

Time management

Analytical skills

Organizational leadership

Education

Bachelor's degree in business administration, public administration, or related field

Job description

Bachelor's degree in business administration, public administration, or related field and three years administrative experience including policy formulation and budget preparation/monitoring; or any equivalent combination of directly related training and experience. Applicants within six months of meeting the education/experience requirement may be considered for trainee status.

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

This is highly responsible, complex administrative and managerial work involving the performance of a wide variety of administrative tasks and functions for a department in County government.

An employee assigned to this classification reviews and processes correspondence, prepares and coordinates reports and requests, conducts program evaluations and assists the department director in such tasks as budget preparation, policy formulation and expenditure review. Duties include the supervision of the various administrative functions of the department and other clerical level employees within the department.

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 the County's core values.
• Supervises and coordinates the activities of subordinate employees including determining work procedures and schedules; issuing instructions and assigning duties; reviewing work; recommending personnel actions; conducting performance reviews; and conducting departmental training and orientation.
• Supervises a variety of departmental administrative functions such as budgeting, personnel, payroll, and purchasing.
• Assists the department director in the handling of difficult clerical and administrative tasks.
• Processes a variety of correspondence; investigates subject matter and prepares replies.
• Maintains and interprets current information of department policies and programs and assists the department director in formulating new policies and procedures.
• Reviews records and reports which require action and recommends solutions or courses of action.
• Performs special assignments and research and report preparation.
• Prepares and coordinates state and federal grant requests.
• Assists in budget preparation and the monitoring of expenditures.
• Supervises the preparation of payroll and completion of time cards.
• Assists the department director in screening, interviewing and processing applicants.
• Coordinates all facets of the contract process; responsible for ensuring contract bids are properly advertised and are in compliance with regulations.
• Provides staff support in legal suits, disputes, and investigations.
• Assists in carrying out departmental policy including the administration of labor agreements.

NOTE: These 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

• Thorough knowledge of various governmental functions, policies, and procedures.
• Thorough knowledge of departmental policies and procedures.
• Ability to perform varied office and clerical work frequently involving administrative capability.
• Ability to accomplish assigned administrative tasks with a minimum of supervision and with only general direction.
• Ability to plan, organize and manage the work of others.
• Ability to communicate effectively, orally and in writing.
• Ability to coordinate multiple tasks and priorities.
• Ability to prepare complex reports and maintain records.
• Ability to comprehend legal descriptions and other documents of equivalent complexity.
• Ability to work tactfully and effectively with operating officials and employees.
• Ability to establish and maintain effective working relationships with the general public and County employees and officials.
• Ability to perform arithmetical computations rapidly and accurately.

PHYSICAL DEMANDS:

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. The employee frequently id required to use hands to finger, handle or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; and stoop, kneel, or crouch.

The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.

WORK ENVIRONMENT:

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.