Senior Administrative Assistant

Osceola County; Kissimmee (FL); On-site; USD 60,000 - 90,000; Full time

Job summary

Osceola County is seeking an experienced administrative professional to provide highly complex support to the Department Administrator. The role operates at a senior level, handling critical records, data analysis, and executive communications to advance county goals.

Responsibilities include preparing agendas in SIRE, coordinating office operations, managing calendars, and assisting with department budgets.

Qualifications

• High proficiency typing (65 WPM) and strong writing abilities.
• Extensive knowledge of modern records management techniques.
• Ability to plan, organize, and coordinate schedules, meetings and travel.
• Effective verbal and written communication with all levels of staff and the public.
• Data analysis, reporting, and documentation support for executive functions.

Responsibilities

• Serves as administrative support to the Department Administrator (Executive).
• Coordinates and manages assigned office operations to support County goals and collaborates with County departments.
• Prepares and monitors agenda items in SIRE.
• Assists with budget documentation and maintaining office fiscal records; ensures compliance with guidelines.
• Generates complex correspondence, memoranda, reports, and materials for executive engagements.

Skills

65 WPM typing

Microsoft Office

Records management

Communication skills

Data analysis

Public administration knowledge

Office equipment operation

Customer service

Education

Associate’s Degree in Business or Public Administration

Tools

Microsoft Office Suite

Job description

NOTE TO INTERNAL APPLICANTS: INTERNAL CANDIDATES IN THE SAME CLASSIFICATION AND/OR PAYGRADE AS THE POSITION POSTED WILL NOT RECEIVE A PAY ADJUSTMENT IF SELECTED.

Under general direction, the purpose of the position is to provide highly complex and specialized administrative support to the Department Administrator. Employee in this classification functions at senior level and is accountable for highly responsible administrative support duties commensurate with the reporting level. Performs related work as directed.

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

• Serves as administrative support to the Department Administrator (Executive).
• Coordinates and manages assigned office operations to support County goals, coordinates activities with County departments and other agencies.
• Prepares and monitors agenda items in SIRE.
• Evaluates office procedures, schedules, and workflow, and recommends procedural improvements to maximize efficiency and effectiveness of office operations; assists with specialized projects to support administrative processes of the Department and County.
• Performs a variety of highly complex and specialized administrative functions, e.g., analyzing data, typing, reports processing, documentation verification; gathers, interprets, and prepares data for studies, reports, and recommendations; provides information to supervisor
• Reviews correspondence and answers written inquiries relating to the status of certain office functions; reports issues to the Department Administrator as needed.
• Receives telephone inquiries and concerns, ascertains the nature of the call, and either resolves it personally or directs it to the appropriate individual or department, acting as liaison to the assigned executive level Administrator.
• Generates various highly complex and specialized correspondence, articles, memos, agendas, orders, reports, forms, manuals, or other relevant materials appropriate to the assigned department; develops and generates material for executive public speaking engagements and official correspondence.
• Assists with and may be responsible for department fiscal year budget and maintaining office fiscal records; reviews and verifies budget documentation to ensure compliance with pre-established budget guidelines and requirements; may maintain office supply inventories.
• Attends meetings for the dissemination of information as directed.
• Performs a variety of critical record keeping duties; manages and maintains department record keeping, filing systems and relevant materials appropriate to assigned unit.
• May maintain weekly/monthly calendars and schedules for the assigned supervisor; may coordinate and prepare agendas, e.g., scheduling, meetings, travel arrangements, conferences, seminars.
• May supervise other clerical staff.
• Performs duties as assigned/necessary which are related, or logical in assignment to the position.

Education:

Associate’s Degree in Business or Public Administration, or closely related field.

Experience:

Eight (8) years progressive experience in administrative/secretarial support to executive functions; or an equivalent combination of experience/education.

Miscellaneous:

Must possess and maintain a Valid Florida's Driver's License

• Extensive knowledge of modern records management techniques; skill in planning, organizing, and coordinating schedules, meetings and travel arrangements.
• Extensive knowledge of the principles and practices of modern public administration.
• Ability to understand and follow written and oral instructions.
• Ability to communicate effectively verbally and in writing.
• Skill in establishing and maintaining effective working relations with all levels of management, employees, other departments, officials and the general public; skill in the principles and techniques of customer service skills.
• Skill in preparing highly complex correspondence, summaries and reports in a clear and concise manner; skill in business English, e.g., correspondence formats, spelling, punctuation and grammar.
• Skill in performing routine mathematical computations and tabulations accurately and efficiently.
• Skill in typing 65 WPM.
• Extensive ability to access, operate and maintain various software applications, especially Microsoft Office.
• Demonstrated ability to operate basic office equipment e.g., computer terminals, printers, copy machines, telephone systems, facsimile machines.
• Skill in reading, updating and maintaining various records and files; skill in complex administrative support functions, e.g., records maintenance, data analysis, reports processing, documentation proofing.

Physical Demand Requirements

Physical Demand: Light

• 20 pounds maximum lifting.
• Frequent (up to 2/3 of work time) lifting, carrying up to 10 lbs.
• If less lifting involved, will require significant walking/standing.
• If mostly sitting involved, will require push/pull on arm or leg controls.
• Expressing or exchanging ideas by spoken word or perceiving sound by ear.
• Good eye sight for production or safety of self and others.
• Required to have clear vision at 20 inches or less.