Senior Administrative Assistant - County Commission/County Administration

Osceola County Government; Kissimmee (FL); On-site; USD 60,000 - 85,000; Full time

Job summary

Osceola County Government in Kissimmee, FL, seeks a senior administrative professional to provide highly complex support to the Department Administrator. You will manage executive correspondence, prepare reports, analyze data, and coordinate office operations.

The role requires eight years of progressive admin experience, an Associate’s Degree in Business or Public Administration, proficiency with Microsoft Office, and the ability to liaise with county departments and the public.

Qualifications

• Eight (8) years progressive experience in administrative/secretarial support to executive functions.
• Associate’s Degree in Business or Public Administration, or closely related field.
• Must possess and maintain a valid Florida Driver’s License.

Responsibilities

• Serves as administrative support to the Department Administrator (Executive).
• Coordinates and manages assigned office operations to support County goals.
• Prepares and monitors agenda items in SIRE.
• Evaluates office procedures and workflows to maximize efficiency.
• Gathers, interprets, and prepares data for studies, reports, and recommendations.
• Responds to written inquiries and directs issues to the Department Administrator.
• Liaises with executive-level staff and other departments.
• Generates complex correspondence, memos, and reports.
• May assist with department budget and maintaining office records.
• Attends meetings and may supervise other clerical staff.

Skills

Executive liaison

Data analysis

Report preparation

Office coordination

Microsoft Office

Communication

Calendar management

Education

Associate’s Degree in Business or Public Administration

Tools

Microsoft Office

Job description

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

Essential Job Functions

• Serves as administrative support to the Department Administrator (Executive).
• Coordinates and manages assigned office operations to support County goals, coordinating 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, report 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.

Minimum Qualifications

• 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.

Knowledge, Skills and Abilities

• 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.
• Extensive experience in researching problems/issues, the exercise of judgment and discretion in presenting recommendations and solutions.
• 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 customer service techniques.
• 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 is involved, requires significant walking/standing.
• If mostly sitting, requires push/pull on arm or leg controls.
• Expressing or exchanging ideas by spoken word or perceiving sound by ear.
• Good eyesight for production or safety of self and others.
• Required to have clear vision at 20 inches or less.