Acts as professional assistant to an administrator of a major operating branch. Participates in the work of the administrator, such as conserving the administrator’s time by reading, researching, and routing correspondence; drafting letters, memoranda, and documents; collecting and analyzing information; and initiating telecommunications. Interviews office visitors and welcomes guests and customers by greeting them in person or on the telephone, answering or directing inquiries, and issuing information regarding the services or operation of the unit.
Assembles information for administrator’s use. Maintains administrator’s calendar by planning and scheduling meetings, conferences, teleconferences, and travel. Anticipates, advises, and prepares administrator for important meetings. Takes minutes of conferences, meetings, and official functions as required. Develops PowerPoint presentations.
Performs duties, including defining tasks, resources, and time required to complete small to medium-sized projects, which could involve cross-organizational work groups. Works to identify project requirements and identifies applicable resources. Manages multiple projects simultaneously and serves as an essential asset to these projects, including determining overall project timelines and parameters. Coordinates in-house teams on small-scale projects. Identifies areas of process improvements and pro-actively addresses problems. Tracks and coordinates responses for Public Records Requests for the branch.
Supports all organizational objectives, including business functional documentation, communication, and coordination with staff and administrator. Maintains a high degree of discretion and protects operations by keeping information confidential. Provides support and direction to administrative support personnel within the branch.
Controls expenditures within limit of defined budget. Manages outside vendor relationships for services. Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies. Sets up and maintains files. Files letters, reports, and related technical information in the prescribed manner. Processes coworkers’ and administrator’s direct report time sheets, leave forms, and payroll. Performs related work as required.
PHYSICAL SKILLS: Ability to communicate effectively using verbal, written and visual communication.
EDUCATION, TRAINING AND EXPERIENCE: Graduation from an accredited college or university with an Associate degree and four (4) years of experience as an administrative assistant is required OR graduation from high school or possession of an acceptable equivalency diploma with at least six (6) years of administrative assistant duties may be substituted for the degree requirement. Proficiency with Microsoft Outlook is required.
For In-house applicants: This position qualifies for DAP.
LICENSES, CERTIFICATIONS, OR REGISTRATIONS: Must possess a valid driver’s license.
ADA STATEMENT: A qualified employee 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.
DRUG-FREE WORKPLACE: Pasco County BOCC is a drug-free workplace in accordance with Federal and Florida law.
VETERANS’ PREFERENCE: Under Section 295.07, F.S., Chapter SSA-7, Pasco County BCC provides to Veterans, that preference in appointment will be given to preference-eligible applicants.
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