Senior Administrative Assistant

Alachua County Sheriff's Office; Gainesville (FL); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Medical/Health Insurance

Florida Retirement System

Employee Life Insurance

Educational assistance

Job summary

Alachua County Sheriff's Office is seeking a highly responsible administrative manager to oversee a broad range of departmental tasks, including budgeting, policy formulation, and staff supervision. The role involves preparing reports, coordinating with the department director, and ensuring compliance with regulations.

The position emphasizes strong organizational skills, effective communication, and the ability to manage multiple priorities in a county government setting.

Qualifications

• Bachelor's degree in business administration, public administration, or related field and three years administrative experience including policy formulation and budget preparation/monitoring; or equivalent combination of related training and experience.
• Successful completion of all applicable background checks pre-hire and ongoing are required.
• Knowledge of governmental functions, budgets and policy formulation. Ability to supervise administrative staff and coordinate tasks.

Responsibilities

• Supervises and coordinates administrative functions including budgeting, personnel, payroll, and purchasing.
• Assists department director in budget preparation and expenditure review and in formulating policies.
• Reviews records and reports, prepares replies, and conducts program evaluations and reports.

Skills

Policy formulation

Budget monitoring

Administrative tasks

Supervision

Communication skills

Education

Bachelor's degree in business administration/public administration

Job description

Minimum Qualifications

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.

Minimum Qualifications

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.

Position Summary

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.

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 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. Performs fiscal, personnel, purchasing, statistical reporting and other major departmental functions. 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. Performs evaluation of on-going programs under the direction of the department director. Develops and monitors internal administrative policies and procedures. Performs the duties listed, as well as those assigned, with professionalism and a sense of urgency. 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: 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: 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. An organization is only as good as the people it employs. To attract and retain the best team possible, the 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.

BoCC-Contributed Benefits

• 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.