Office Assistant

Office Assistant

Land Development

Starting Salary: $16.40

Must be able to perform the essential functions of the position, with or without reasonable accommodation. Essential functions and job-related requirements, including physical and cognitive demands, are described below. This job description outlines the general scope of duties and responsibilities and is not intended to be an exhaustive list of all tasks that may be assigned.

MAJOR FUNCTION

Front desk reception in Land Development division. Answering a multi-line phone system. Assist customers by receiving information and data and promptly giving routes to staff for appropriate action.

ILLUSTRATIVE DUTIES

Administrative Support

• Serve as office receptionist as needed, greeting visitors and answering calls in a professional manner.
• Handles mail duties, including pickup, sorting, date-stamping, distribution, and preparation for outgoing mail.
• Prepares memorandums, reports, letters, forms, and statements according to established procedures.
• Maintains and organizes files, project documents, and the file room; prepares files for imaging.
• Prepare handouts for meetings.
• Will do various administrative duties around the office for different staff members.

Records and Data Management

• Receives, stamps, and distributes LDC permit applications and construction plans.
• Posts data and fiscal information into manual records or computer databases.
• Enters project data and inspector assignments into the DMS; generates monthly reports for supervisors.
Verifies and corrects information entered into database systems.

Customer Service

• Responds to public inquiries in person, by phone, and via email, following established procedures.
• Assists customers with information and data and routes to staff for action.
• Greets and checks in scheduled customers/applicants for their DRC meeting that is held every Thursday, otherwise stated.

KNOWLEDGE, ABILITIES AND SKILLS

Knowledge of:

• English grammar, spelling, and arithmetic.
• Office procedures, practices, and recordkeeping methods.
• County goals, procedures, practices, regulations, policies, and ordinances, including the Employee Handbook.

Skills in:

• Using personal computers, remote computer terminals, typewriters, calculators, and other office equipment.
• Entering and retrieving data from database systems accurately.
• Performing basic mathematical calculations manually and using calculators or computing devices.

Ability to:

• Understand and follow oral and written instructions.
• Learn assigned tasks and adhere to established routines.
• Meet and deal courteously and effectively with employees and the public.
• Perform mathematical computations and tabulations accurately and efficiently.
• Walk, bend, stoop, sit, stand, crouch, and kneel.
• See and distinguish colors and shapes.
• Lift, push, or pull materials or equipment weighing up to forty-five (45) pounds for short distances.
• Ambulate independently.
Operate a motorized vehicle independently.

MINIMUM QUALIFICATIONS

Graduate of an accredited high school or possess an acceptable equivalency diploma and have a minimum of two (2) years of clerical work experience. Must be able to type 30 CWPM with a maximum of 10 errors. Must be able to utilize all features afforded by word processing, spreadsheet, and database software; and other required software and personal computer or CRT equipment utilized by the assigned work unit.

Must have a valid driver’s license and be able to secure a valid Florida driver’s license at the time of employment within this classification.

A comparable amount of training and related experience may be substituted for the minimum qualifications.

SPECIAL REQUIREMENTS

All employees will be required to work before, during, or after an emergency. During an emergency, employees may temporarily be assigned to work and perform duties outside the normal scope of their position, location and work schedule to fit the needs of the County and its citizens.