BASIC PURPOSE

Perform a variety of administrative duties to facilitate and support the daily activities of the CEO's Office.

ESSENTIAL FUNCTIONS

* Setup, breakdown, and attend all Board/Board Committee meetings including regularly scheduled monthly meetings, special meetings, workshops, public hearings, and committee meetings.

* Transcribe minutes into official documents.

* Ensure Board/Committee meeting quorums are met and maintain Board attendance records.

* Copy and distribute materials for Board/Committee meetings.

* Monitor website for meeting and board member accuracy.

* Add/Delete Board/Committee meetings in Granicus and Meeting Room Calendars.

* Assist with processing Public Record Requests.

* Maintain Public Records Request log and transmit for monthly website posting.

* Sign for and process all subpoenas/summons according to established procedures.

* Oversee the tracking of paper usage for the entire organization.

* Maintain inventory of all office supplies and food/drinks/supplies for meetings.

* Assist other departments and outside government agencies with meeting set-up/logistics as needed.

* Back-up for processing mail.

* Back-up when Executive Assistant/Records Manager is absent, including handling Board and Committee meetings.

* Other duties such as filing, proofreading, copying, typing, and answering phones.

MINIMUM QUALIFICATIONS

* Education: High school diploma or G.E.D. with supplemental courses or training in administrative studies, business administration, or other related field. Must be able to obtain a valid Florida Driver's License.

* Experience: Three years' experience as a secretary or administrative assistant to a department head or manager. Experience performing a variety of secretarial/ administrative duties, including the operation of standard office equipment (i.e., personal computer). Experience taking meeting notes and transcribing into a professional document.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of: General office practices and administrative procedures; typing correspondence and other documents; the use of correct grammar, spelling, punctuation, and composition; and establishment and maintenance of record keeping systems and procedures. Must possess a thorough knowledge of Microsoft Office and other standard computer software.

Skilled in: Proficient in basic mathematical computations; shorthand or other note taking technique; effective verbal communications; proper telephone etiquette; greeting the public in a courteous manner; good interpersonal, customer service, and listening skills. Must be highly organized and detail oriented. Must have good office management skills.

Abilities: Establish and maintain effective working relationships with all levels of employees; maintain confidential information; prioritize work based on the ongoing demands of the CEO's Office; prepare clear, concise, and complete reports and correspondence; exercise initiative and work independently; operate a variety of office equipment and machines.