Senior Staff Assistant

Alachua County; Gainesville (FL); On-site; USD 32,000 - 45,000; Full time

Job summary

Alachua County is seeking a capable administrative professional to perform a wide range of office duties in a fast-paced environment. The role emphasizes accurate data management, effective customer service, and compliance with county policies.

The position requires a high school diploma or equivalent, 3 years of clerical or customer service experience, and the ability to type 35 wpm. Background checks are mandatory pre-hire and ongoing, with opportunities to support county operations and

Qualifications

• High school diploma or equivalent; 3 years clerical or customer service experience, or equivalent combination.
• Typing speed 35 words per minute required.
• Background checks required pre-hire and ongoing.

Responsibilities

• Provide responsive customer service and assist the public or other county departments.
• Review and process requests, prepare background information for supervisors.
• Supervise subordinate staff and coordinate daily work as needed.
• Assist in budgeting, purchasing, and maintaining records and reports.
• Prepare correspondence, agendas, and departmental documents.

Skills

Typing 35 wpm

Education

High school diploma or equivalent

Tools

Word processing software

Job description

Graduation from high school or equivalent and three years general office/clerical and/or customer service experience; or any equivalent combination of related training and experience. Applicants within six months of meeting the minimum education/experience requirement may be considered for trainee status. College course work will substitute for experience on a year for year basis Must be able to type at a rate of 35 correct words per minute as required by the position.

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

This is highly specialized and complex office work performing office and administrative duties of wide variety and scope. An employee assigned to this classification is expected to make decisions and act independently in accordance with established departmental policies and procedures. Supervisor may review non-routine decisions. 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.
• Assists department head or designee in reviewing complaints or requests for services from the general public or other County departments. Prepares responses to requests; provides background information to supervisor to aid in responding to request.
• May coordinate the activities of subordinate employees including determining work procedures and schedules; issuing instructions and assigning duties; reviewing work; and conducting departmental training and orientation.
• Assists in the preparation of departmental budgets and prepares reports and statistical data. Makes recommendations, performs limited analysis, reviews and monitors budgets.
• Assists in the preparation of payrolls, purchase orders, purchase requests and other fiscal and statistical data.
• Establishes and maintains office filing systems; classifies and codes materials for filing; locates and retrieves files and materials as required.
• Schedules appointments for superior; arranges travel schedule and makes travel reservations.
• Prepares office/departmental paperwork such as correspondence, reports, forms, agendas and related material. Takes and transcribes minutes as required.
• Opens, sorts and distributes incoming office/departmental mail; collects, seals and stamps outgoing mail.
• Files office correspondence and records; ensures that notices, memoranda, directives and related material are properly distributed.
• Prepares, interprets and maintains department policy and procedure manuals and interprets complex and detailed data.
• Drives a County and/or personal vehicle to perform required duties (Community support Services).
• Performs the duties listed, as well as those assigned, with professionalism and a sense of urgency.
• For Community Support Services only: Drives a County vehicle daily for mail runs to downtown location, frequently drives a County vehicle to pick up special items needed for the office and/or special events and occasionally drives County vehicle to Fleet for repairs.

NOTE: The above listed 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

• Considerable knowledge of office practices and procedures.
• Considerable knowledge of vocabulary, grammar, spelling and punctuation in order to prepare and edit typed material.
• Considerable knowledge of established departmental standard operating procedures.
• Considerable knowledge of word processing systems and keyboards.
• Knowledge of effective telephone etiquette.
• Skill in dealing with applicants, employees, and the general public.
• Ability to plan and organize work and manage time effectively.
• Ability to effectively supervise and coordinate the activities of subordinate employees.
• Ability to follow oral and written instructions.
• Ability to write and organize correspondence.
• Ability to proofread typed material and make appropriate corrections.
• Ability to establish and maintain effective working relationships.
• Ability to establish and maintain accurate, efficient filing systems.
• Ability to work independently on multiple tasks and projects; ability to prioritize tasks.
• Ability to write and organize reports and memoranda.

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 talk and hear. The employee is frequently required reach and to be mobile. The employee may occasionally move up to25 pounds. Specific vision abilities required by this job include close vision, distance 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.