Administrative Assistant

General Description

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. A qualified teammate or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act. Veterans' Preference and Priority will be given to eligible veterans and their spouses in accordance with Chapter 295.065 and Chapter 295.07 of the Florida Statutes and Florida Administrative Code Chapter 55-A7 with respect to Veterans' Preference in appointment, retention, and promotion. Effective July 1, 2021, certain servicemembers may be eligible to receive waivers for postsecondary educational requirements. Since every duty associated with this position may not be described herein, teammates may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were written in this job description. 

Highly responsible and advanced clerical, administrative position reporting directly to the Chief Operations Officer or the Chief Administrative Officer (Chief).  Supports, initiates, and coordinates the administrative functions required by the Chief.  Incumbent works collaboratively with and acts as back-up to the other Administrative Assistant in the department and/or the Executive Assistant to the Clerk & Comptroller (Clerk). Interacts with customers, vendors, and teammates in a fast-paced environment remaining flexible, proactive, resourceful, and efficient.

Examples of Duties (Essential Functions)

• Provides administrative services to the Chief. 
• Prepares draft letters in response to incoming correspondence. Drafts and edits emails, memos, correspondence, and other such materials, and prepares communications for the Chief and administration. 
• Ensures effective and professional handling of incoming and outgoing correspondence, including phone, email, memos or other forms of communication.  Manages incoming email for the Chief. Opens, reads, sorts, and analyzes incoming correspondence and notifies the Chief of time sensitive issues. 
• Answers incoming phone calls in a polite, professional, and timely manner. Processes customer inquiries over the phone, in person, via email, and post mail.
• Refers customers to the appropriate department and provides follow-up. Screens visitors and incoming calls, directing only those individuals who cannot be assisted by Directors or other County departments to the Chief.
• Manages the Chief’s calendar, makes appointments, schedules meetings, books physical or virtual meeting rooms, prepares agendas and other materials, arranges conference calls, sends invitations and reminders as needed, prioritizes important matters, and develops, compiles, and distributes meeting materials. Coordinates schedule for Chief for in-person or virtual meetings, assembles relevant information and documents, as applicable. Organizes, coordinates, and schedules meetings as directed by Clerk or Chiefs. Accurately takes minutes during meetings as requested and distributes as needed.
• Works closely with and keeps the Chief well informed of and prepared for upcoming commitments and responsibilities, following up appropriately. Anticipates Chief’s needs in advance of meetings, events, conferences, presentations, etc. 
• Maintains filing system of all documents, papers, letters, and records for the Chief and administration. Looks for ways to improve current filing systems. Files and retrieves records, documents, and reports.
• Registers Chief and approved teammates for events and conferences, managing travel and lodging arrangements as needed. Provides detailed travel itinerary to the Chief. Completes travel request forms and expense reports for the Chief. Serves as the gatekeeper for all travel requests routed through the Chief. Reviews travel documents for completeness and accuracy. Provides assistance to approved teammates on all travel-related questions and matters.
• Coordinates special projects as required or directed by the Chief or Clerk. Conducts research and analyzes information to create/complete reports, presentations, and other documents using word processing, spreadsheets, and presentation software.
• Performs minor accounting and bookkeeping duties. Maintains records of administration’s purchases, enters invoice payments and appropriate back-up documentation into the financial system for payment. 
• Replenishes office supplies. Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, evaluate new office products, place orders for supplies, and verify receipt of supplies. Shops and runs errands for administration as needed. 
• Attends business meetings and trainings, as required.
• Maintains customer confidence and protects operations by keeping information confidential.
• Maintains open communications with all members of the Administration department.
• Provides information pertaining to department procedures and policies. Evaluates and assists in developing department policies and procedures for improved workflow, anticipating future needs as the Office grows.
• Manages facility requests in coordination with Pasco County personnel.
• Travels to various locations to perform job duties as required to support the Chief.
• Occasionally works extended weekday or weekend hours to support the business needs of the Office.

Typical Qualifications and Minimum Qualifications

In compliance with federal  law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. 

A valid Florida Driver's License is required.

Unless otherwise noted, applicants must have a minimum of a high school diploma or possession of an accredited equivalency diploma, in addition to the direct experience required, and the ability to pass skills testing (such as typing, spelling, math, and grammar) within one (1) year.  Preference is given to candidates with experience in a government entity performing similar functions.

This position requires four (4) years of direct administrative support experience.

A postsecondary degree may be substituted for direct work experience if a candidate is otherwise qualified for the position. Related work experience may not substitute for any required licensure, certification, or registration required for the position. Substitution of a postsecondary degree in lieu of direct experience is authorized as follows:

(a) Two years of direct experience can be substituted with an associate degree; 
(b) Four years of direct experience can be substituted with a bachelor’s degree;
(c) Six years of direct experience can be substituted with a master’s degree; 
(d) Seven years of direct experience can be substituted with a professional degree; or 
(e) Nine years of direct experience can be substituted with a doctoral degree.

Supplemental Information and Knowledge, Skills and Abilities

SPECIAL QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES
 

• Knowledge of advanced administrative and clerical procedures.
• Knowledge of or ability to obtain knowledge of the law as it pertains to county government with the ability to understand and interpret policies and procedures clearly and accurately.
• Knowledge and proficiency in the Windows Operating system, Microsoft Office, email, and website navigation; in addition to the use of personal computers, telephones, fax machines, and general office equipment.
• Knowledge and proficiency in communication rules relevant to the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of the principles and processes for effective, professional customer service.
• Ability to anticipate management, administrative, and secretarial needs in carrying out the directives of the Clerk & Comptroller.
• Ability to maintain records/files, analyze and create reports and correspondence.
• Ability to use presentation software and procedural documentation products.
• Ability to identify and analyze problems/needs and review related information to develop and evaluate options and recommend solutions.
• Ability to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems/needs to recommend the best resolution of the issue.
• Ability to establish and maintain effective working relationships with the Clerk, Administrative staff , vendors, customers, and Clerk & Comptroller teammates.
• Ability to be creative and enjoy working within a mission, results-driven, community-oriented organization.
• Ability to live and advocate commitment to the Organization's Mission, Vision, and Values.
• Ability to work effectively in a team environment, successfully engage in multiple initiatives simultaneously, and actively resolve problems and find solutions using available resources.
• Ability to maintain a high degree of confidentiality.
• Ability to exercise independent judgment with minimal supervision.
• Ability to report to work on time and to perform the duties of the position for an entire workday, with occasional extended weekday or weekend hours.

PHYSICAL AND COGNITIVE DEMANDS
The work is typically sedentary which requires sitting for long periods of times, exerting up to 10 pounds of force occasionally and/or negligible amount of force to lift, carry, push, pull, or otherwise move objects, including the human body. The work may require exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.  

Additionally, the following physical and cognitive abilities are required: 

 

• Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Visual Acuity: Have close visual acuity to perform an activity such as preparing and analyzing data and figures, transcribing, viewing a computer terminal, and/or extensive reading.

WORK ENVIRONMENT
Work is performed primarily indoors at one or more of our office locations in Dade City and/or New Port Richey. Travel may be required for meetings or training opportunities.