Staff Assistant

Alachua County; Florida; On-site; USD 35,000 - 45,000; Full time

Job summary

Alachua County is seeking a detail-oriented administrative professional to perform clerical and customer service tasks within a county office setting. Requires a high school diploma or equivalent, two years of related experience, typing 35 words per minute, and the ability to pass background checks.

Trainee status may be available for applicants near the minimum requirements. Responsibilities include answering phones, maintaining filing systems, scheduling, taking minutes, and preparing

Qualifications

• Minimum education/experience: high school diploma or equivalent with two years general office/clerical and/or customer service experience; college coursework substitutes on a year-for-year basis.
• Trainee status may be considered for applicants within six months of meeting minimum education/experience requirements.
• Typing speed requirement: 35 correct words per minute or pass a word processing skills test as required.

Responsibilities

• Exudes a positive customer service focus.
• Advocates building organizational culture by aligning decisions with the County's core values.
• Prepares departmental paperwork such as correspondence, reports, forms, agendas and related material; takes and transcribes minutes as required.
• Answers telephones and responds with specific information to complaints, inquiries and requests from departmental and County staff and the general public.
• Organizes and maintains office/departmental accounts, records and statistical data.
• Receives, posts and distributes incoming office/departmental mail.
• Schedules appointments for superior; arranges travel schedule and travel reservations.
• Establishes and maintains filing systems; classifies and codes material for filing; locates and retrieves files and materials.
• Prepares office/departmental materials for storage.
• Serves as office/departmental receptionist as required.
• Performs the duties listed, as well as those assigned, with professionalism and a sense of urgency.

Skills

Typing 35 WPM

Office practices

Vocabulary/grammar/spelling

Word processing systems

Telephone etiquette

Filing/tracking systems

Organizational planning

Follow instructions

Correspondence writing

Proofreading

Independent work on multiple tasks

Report/memoranda writing

Education

High school diploma or equivalent

Two years general office/clerical and/or customer service experience

Tools

Word processing software

Job description

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

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

This is responsible, moderately complex office work involving the performance of a variety of clerical, secretarial and general office tasks and functions.

An employee assigned to this classification is expected to independently perform tasks and functions which require the application of some independent judgement.

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.

Prepares departmental paperwork such as correspondence, reports, forms, agendas and related material. Takes and transcribes minutes as required.

Answers telephones and responds with specific information to complaints, inquiries and requests from departmental and County staff and the general public.

Organizes and maintains office/departmental accounts, records and statistical data.

Receives, posts and distributes incoming office/departmental mail.

Schedules appointments for superior; arranges travel schedule and travel reservations.

Establishes and maintains filing systems; classifies and codes material for filing; locates and retrieves files and materials.

Prepares office/departmental materials for storage.

Serves as office/departmental receptionist as required.

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

• Considerable knowledge of office practices and procedures.
• Considerable knowledge of vocabulary, grammar, spelling and punctuation in order to prepare and edit typed material.
• Knowledge of established departmental standard operating procedures.
• Knowledge of word processing systems and keyboards.
• Knowledge of effective telephone etiquette.
• Knowledge of office filing and tracking systems.
• Skill in dealing with applicants, employees, and the general public.
• Ability to effectively plan and organize work.
• Ability to follow oral and written instructions.
• Ability to write and organize correspondence.
• Ability to proofread typed materials and make appropriate corrections.
• Ability to establish and maintain effective working relationships.
• Ability to establish and maintain 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:

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 is frequently 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.