Administrative Assistant - County Manager

Administrative Assistant

The County of Volusia is seeking a professional, customer service driven individual to join the County Manager's Office as an Administrative Assistant. This position provides day to day administrative support to elected county officials, directors, managers, and staff.

Illustrative Duties

Function as a secretary and/or aide to elected county official, director of a division or department performing duties which include typing documents (memos, reports, statistical tables, etc.); maintaining files; researching files and assembling documents; compiling data; answering phones and maintaining calendars; scheduling and organizing meetings; completing follow-up as needed for projects, assignments, tasks; sorting and distributing mail; editing and reviewing documents for sufficiency; monitoring and assisting with division budgets; completing standard County forms; and processing time reports and payroll.

Prepares forms independently and composes letters for supervisor's signature. Assembles information for supervisor's use.

Advises supervisor of important meetings and gathers background information and pertinent files for use at meeting.

Receives and screens callers to other employees, officials or divisions as needed.

Takes minutes of conferences, meetings and official functions as required.

May coordinate division activities with other government offices and entities.

May prepare agenda items which include reviewing documents for accuracy and completeness; collecting information and back-up as necessary; ensuring timely submission of items.

May distribute agenda packets to appropriate personnel, the press, and the public.

May make travel arrangements, process and post travel paperwork following county policies and procedures.

May reconcile Visa purchases. May be responsible for invoice payment, division purchases and direct payment vouchers.

Forwards messages and complaints to appropriate authority, providing background information on the item of concern.

May be responsible for orienting Council members on policies and procedures of County day-to-day operations, i.e., fax machines, travel ordinance; which divisions handle specific tasks; county benefits information.

May schedule Council members or directors for ribbon cutting ceremonies and similar special gatherings and respond to invitations per their wishes.

May be expected to attend meetings and perform clerical support tasks.

May supervise subordinate staff.

May audit division payroll.

May be assigned to other county locations based upon operational needs.

Attends work on a continuous and regular basis.

Responds to emergency situations.

Must adhere to Federal, State, County and Local ordinances.

Performs other duties as assigned.

Minimum Requirements

Graduation from high school or possession of a GED, plus one (1) year of Office Specialist I work experience with Volusia County. Or Graduation from high school or possession of GED, plus four (4) years of progressively responsible secretarial/ administrative assistant or equivalent experience. Two (2) years of post-high school education may be substituted for two (2) years of the required experience. Must possess a valid driver's license at time of hire. Must possess and maintain a valid Florida driver's license within 30 days of hire.

Knowledge, Skills & Abilities

Knowledge of the operations, functions, and scope of authority of subordinate units or the organization.

Knowledge of modern office practices and procedures, business English, and spelling.

Knowledge of the principles and practices of business and public administration.

Knowledge of basic accounting principles and procedures.

Ability to prepare effective correspondence on moderately sensitive matters.

Ability to perform office management functions with minimum supervision.

Ability to supervise the work of other employees.

Ability to maintain effective working relationships with other employees.

May require skills in taking and transcribing minutes

ADA Requirements

Physical Demands: Sedentary work. Ability to see, hear and speak. Visual acuity (peripheral vision, depth perception) necessary to operate a motorized vehicle. Finger dexterity. Ability to push, pull and/or carry up to 25 pounds.

Environmental Demands: Inside work.

Mental Demands: Ability to read and comprehend technical and professional journals and manuals; financial reports, letters, memos, abstracts, instructions; legal documents, ordinances, and statutes Ability to write business letters, summaries. Ability to speak clearly and concisely relating information, details, and procedures to layman. Ability to perform basic mathematical functions.

Volusia County is a drug free workplace and an Equal Opportunity Employer committed to a diverse workforce. Veterans' preference is provided to qualified applicants pursuant to State law