Senior Administrative Assistant - Community Services

Major Functions

The County of Volusia is seeking a Senior Administrative Assistant for the Community Services Department. This position is located in DeLand, Florida, and will be responsible for administrative and clerical work in support of the Community Services Department and other divisions within the department. Candidate will be responsible for coordinating varied administrative processes in a division or department, and function in a specialized technical or operational capacity. This position will also coordinate personnel activities. Must be able to use office equipment such as desktop computer, and copier/scanner/fax. The candidate must be able to work in a fast-paced environment, have excellent customer service skills in person and by phone, be able to work independently, interact well with a diverse group of internal and external customers, and exercise good judgment. Must be familiar with basic computer programs including Microsoft Word, Powerpoint, and Excel.

Illustrative Duties

NOTE: These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.)

• Functions as an executive aide in a complex division or activity
• May supervise or coordinate administrative and/or clerical activities
  within a unit in a large operating activity or division.
• Conducts necessary correspondence and studies.
• Drafts and edits correspondence; answers general questions from the public; maintains appointment calendars; sets up and organizes high-level meetings; prepares agendas, memos, reports, etc.; sorts and distributes mail; tracks deadlines and resolution of important issues; routes complaints and citizen concerns to the proper authority for resolution; provides general follow-up on issues and projects as required; maintains files and correspondence; monitors and assists in preparation of the budget.
• Performs background research, which may entail interviewing sources; reviewing files and documents; tracking information.
• May prepare agenda items which include reviewing documents for accuracy and completeness; collecting information and back-up as necessary; ensuring timely submission of items.
• Analyzes and resolves problems dealing with particular projects in a division.
• May be responsible for invoice payment, division purchases, and direct payment vouchers.
• Coordinates methods and procedures, improvements, and programs to foster greater productivity.
• Evaluates programs for compliance with priority schedules and
  accomplishment of work programs.
• Forwards messages and complaints to appropriate authority, providing background information on the item of concern.
• Implements programs with a minimum of supervision.
• Develops and installs systems, forms, and procedures.
• Represents the division or activity in making special investigations and gathering information.
• Compiles reports regarding the area of assignment.
• May audit division payroll.
• Attends work on a regular and consistent basis.
• Must adhere to Federal, State, County, and Local Ordinances.
• Responds to emergency situations.
• Performs other duties as assigned.

Minimum Requirements

Knowledge, Skills & Abilities

• Knowledge of the principles of management and their application to the administration of governmental affairs.
• Knowledge of area of assignment, including trends and concerns.
• Knowledge of research and report writing techniques.
• Knowledge of basic math and accounting principles and procedures.
• Ability to initiate and install administrative programs and procedures
  and to evaluate their effectiveness.
• Ability to communicate effectively both orally and in writing.
• Ability to establish effective working relationships.
• Ability to work under stressful situations.
• Ability to interact effectively with others.
• Must be able to relocate to other county locations based on operational needs.

• Medical
• Dental
• Vision
• Flexible Spending Account

HOLIDAYS
The County of Volusia observes the following holidays annually:

• New Year's Day
• Martin Luther King Day
• Good Friday
• Memorial Day
• Independence Day
• Labor Day
• Veterans Day
• Thanksgiving (and day after)
• Christmas

• Tuition Reimbursement
• Onsite Wellness/Fitness Center
• Computer Purchase Program
• Direct Deposit Payroll

Temporary and intermittent employees are not paid for holidays and are not eligible for benefits.