What are the responsibilities and job description for the Administrative Assistant - County Administration position at ESCAMBIA COUNTY?
Organizes, coordinates, and administers a variety of specialized programs and/or activities involving complex technical administrative support requiring specialized knowledge in assigned area of responsibility
Initiates, processes, prepares, records, and/or reviews routine, complex, and/or specialized paperwork, forms, reports, and/or confidential information related to assigned area of responsibility, ensuring completeness and accuracy of information; maintains related records; may notarize documents utilizing established guidelines and procedures
Responds to telephone, e-mail, written, and in-person inquiries from the Board, the public, departments within the Agency, and/or other interested parties; provides answers and information requiring knowledge of departmental policies and procedures; and collect funds and issue receipts
Maintains a variety of records, files, and information for assigned area of responsibility to ensure compliance with applicable rules and guidelines; audits files for completeness and accuracy; categorizes and maintains technical manual
Independently drafts, composes, and types a variety of business documents, including letters, memos, charts, newsletters, technical specifications, and/or other related documents; maintains confidentiality regarding sensitive issues
Organizes, monitors and maintains inventory, supplies, equipment, and/or other related items; initiates service and/or repairs of applicable items
Serves as a liaison with employees and external organizations, including representing the department at a variety of meetings, public events, training sessions, on committees, and/or other related events
Assists with budget preparation by preparing cost estimates and assisting with preparing budget recommendations
Performs other duties as assigned
Prepare recommendations/proclamations
Prepare sign document log/transmittals for all documents approved by the Board requiring the Chairman's signature
Maintain the Board's/Committees' Book and files
Serve as Administrator of AgendaQuick, a web-based Agenda Management System
TYPICAL QUALIFICATIONS
Minimum Qualification Requirements:
Training and Experience:
High School Diploma or equivalent (G.E.D.), typing speed of 35 wpm without errors, basic math and reading skills, and five years of experience in a clerical or secretarial position; or, a combination of education and experience equivalent to these requirements.
Licenses and Certifications:
None
Knowledge, Skills, Abilities, and Other Characteristics (KSAOs):
project management principles
research and reporting methods
public relations principles
specialized terminology, procedures, policies, and practices in assigned area of responsibility
applicable Federal, State, and local laws, rules, regulations, codes, and/or statutes
basic mathematical principles
routine bookkeeping principles and practices
modern office procedures, methods, and equipment
basic filing and recordkeeping principles
prioritizing work tasks
reviewing work methods and/or procedures and making recommendations for improvement
using a computer and related software applications
monitoring activities in assigned area of responsibility
collecting, organizing, and presenting complex technical data
designing and preparing reports and forms
providing customer service
proofreading and editing documents
utilizing modern office equipment
performing mathematical calculations
communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction
handle multiple tasks simultaneously
type complex correspondence, memos, vouchers, and/or other related information
maintain complex, sensitive, and confidential documents, records, and files
define problems, collecting data, establishing facts, and drawing valid conclusions
work independently
conduct specialized research
assemble and organize data and information
SUPPLEMENTAL INFORMATION
County-wide Employee Responsibilities:
All Escambia County BCC employees must serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Escambia County BCC's Employee Code of Ethics, gift, and conflict of interest policies.
All Escambia County BCC employees must establish and maintain effective working relationships with the general public, co-workers, elected and appointed officials and members of diverse cultural and linguistic backgrounds, regardless of race, color, religion, sex, national origin, age, disability, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression.
Emergency Management Responsibilities:
During emergency conditions, the incumbent of this position will automatically be considered an emergency service worker. This employee is subject to being called to work in the event of a disaster, disaster, such as a hurricane, or other emergency situation and is expected to perform emergency service duties, as assigned.
Physical Requirements:
Positions in this class typically require: reaching, standing, walking, lifting, grasping, talking, hearing, seeing, and finger and hand dexterity as well as repetitive motions.
Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.
Benefits/Compensation Package:
· Medical / Dental / Vision plans
· Prescription coverage
· Employee health clinic
· Employee fitness centers
· Employer-sponsored retirement plan or an investment plan
· Deferred Compensation Plan
· Flexible Spending Account(s)
· Employee Assistance Program
· Annual/Sick Leave or Paid Time Off (PTO)
· Group Life Insurance
