Senior Administrative Assistant - Community Services

County-of-Volusi; DeLand (FL); On-site; USD 42,000 - 56,000; Full time

Job summary

The County of Volusia in DeLand, FL seeks a Senior Administrative Assistant to support the Community Services Department. The role includes coordinating administrative processes, maintaining calendars, gathering information, and assisting with division operations.

You will interact with internal and external customers, handle correspondence, and ensure accuracy in documents and reports. Requirements include a high school diploma or GED with five years of executive secretarial experience,

Qualifications

• Graduation from high school or GED with five years of progressively responsible executive secretarial experience.
• Three years as secretary to a public official, high level administrator, or director of a complex organization.
• Valid driver's license required; Florida license within 30 days of hire.
• May be substituted by an equivalent combination of education and experience.

Responsibilities

• Functions as an executive aide in a complex division or activity.
• Coordinate administrative and/or clerical activities within a unit.
• Draft, edit correspondence; manage calendars; organize high-level meetings.
• Process invoices, division purchases, and direct payment vouchers.
• Monitor budgets and deadlines; respond to emergencies.
• Develop systems, forms, and procedures; maintain files and reports.

Skills

Customer service

Communication

Administrative support

Microsoft Word

Excel

PowerPoint

Independence

Office equipment handling

Education

High school diploma or GED

Tools

Microsoft Word

PowerPoint

Excel

Job description

The County of Volusia is seeking a Senior Administrative Assistant for the Community Services Department. This position is located in DeLand, Florida, and will be responsible for administrative and clerical work in support of the Community Services Department and other divisions within the department. Candidate will be responsible for coordinating varied administrative processes in a division or department, and function in a specialized technical or operational capacity. This position will also coordinate personnel activities. Must be able to use office equipment such as desktop computer, and copier/scanner/fax. The candidate must be able to work in a fast-paced environment, have excellent customer service skills in person and by phone, be able to work independently, interact well with a diverse group of internal and external customers, and exercise good judgment. Must be familiar with basic computer programs including Microsoft Word, Powerpoint, and Excel.

NOTE: These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.)

• Functions as an executive aide in a complex division or activity
• May supervise or coordinate administrative and/or clerical activities
  within a unit in a large operating activity or division.
• Conducts necessary correspondence and studies.
• Drafts and edits correspondence; answers general questions from the public; maintains appointment calendars; sets up and organizes high-level meetings; prepares agendas, memos, reports, etc.; sorts and distributes mail; tracks deadlines and resolution of important issues; routes complaints and citizen concerns to the proper authority for resolution; provides general follow-up on issues and projects as required; maintains files and correspondence; monitors and assists in preparation of the budget.
• Performs background research, which may entail interviewing sources; reviewing files and documents; tracking information.
• May prepare agenda items which include reviewing documents for accuracy and completeness; collecting information and back-up as necessary; ensuring timely submission of items.
• Analyzes and resolves problems dealing with particular projects in a division.
• May be responsible for invoice payment, division purchases, and direct payment vouchers.
• Coordinates methods and procedures, improvements, and programs to foster greater productivity.
• Evaluates programs for compliance with priority schedules and
  accomplishment of work programs.
• Forwards messages and complaints to appropriate authority, providing background information on the item of concern.
• Implements programs with a minimum of supervision.
• Develops and installs systems, forms, and procedures.
• Represents the division or activity in making special investigations and gathering information.
• Compiles reports regarding the area of assignment.
• May audit division payroll.
• Attends work on a regular andconsistent basis.
• Must adhere to Federal, State,County, and Local Ordinances.
• Responds to emergency situations.
• Performs other duties as assigned.

Graduation from high school or possession of GED, and five (5) years of progressively responsible executive secretarial experience, in which three (3) of those years as secretary to public official, high level administrator, or director of a complex organization or an equivalent combination of education (training) and experience which provides the required knowledge, skills and abilities.

A comparable amount of education, training, or experience may be substituted for the minimum experience.

Must possess and maintain a valid driver's license at time of hire.

Must possess a valid Florida driver's license within 30 days of hire and maintain thereafter.

Candidate must possess and maintain a valid Florida Driver's License.

Note: This position may require a skills assessment test

• Knowledge of the principles of management and their application to the administration of governmental affairs.
• Knowledge of area of assignment, including trends and concerns.
• Knowledge of research and report writing techniques.
• Knowledge of basic math and accounting principles and procedures.
• Ability to initiate and install administrative programs and procedures
  and to evaluate their effectiveness.
• Abilityto communicate effectively both orally and in writing.
• Abilityto establish effective working relationships.
• Abilityto work under stressful situations.
• Abilityto interact effectively with others.
• Must be able to relocate to other county locations based on operational needs.

ADA REQUIREMENTS:

Physical Demands

Sedentary work. Ability to lift, pull and push up to 10 lbs. Visual acuity (peripheral vision and depth perception) necessary to operate a motorized vehicle.

Environmental Demands:

Inside work.

Mental Demands:

Ability to read and comprehend technical and professional journals and manuals; financial reports, letters, memos, abstracts, instructions; legal documents, ordinances, and statutes. Ability to perform general mathematical functions. Ability to write reports, financial reports, memos, letters, instructions, and procedures. Ability to speak publicly; conversant in theory and practices of discipline; persuasive speaking. Ability to analyze data and develop conclusions. Ability to identify and resolve problems.

Volusia County is a drug-free workplace and an Equal Opportunity Employer committed to a diverse workforce.