Executive Administrative Assistant / Remote

About the job Executive Administrative Assistant / Remote

GENERAL DESCRIPTION OF DUTIES

This position supports the Office of Resource Stewardship (ORS) in providing internal customers and the citizens of Leon County with professional and exemplary customer service. Work involves providing professional and courteous administrative support to the ORS Department which includes Solid Waste, Facilities Management, Sustainability, and Parks & Recreation managers, employees, and citizens by handling a variety of tasks in order to ensure that all interactions between the organization and others are positive and productive.

NOTE: The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The Job Description Questionnaire (JDQ) reflects a more detailed description of the position. Neither the job description nor the JDQ constitutes an employment agreement. Both are subject to change as the needs of the County and requirements of the job change.

ESSENTIAL DUTIES

• Serves as receptionist, answers and routes incoming calls, greets visitors, provides information about County programs to callers and visitors, and processes incoming and outgoing mail.
• Performs lead administrative duties including managing parking administration and security processes (badges & access controls), ordering office supplies, tracking fleet data, vending liaison, and other administrative duties as needed.
• Provides administrative support including managing the work order system and providing assistance to the financial team when needed.
• Receives and processes applications to use ORS Gathering Room, maintains the room and the calendar for events/meetings, and serves as liaison/host to visiting groups.
• Assists Solid Waste Customer Liaison by compiling information from citizen phone calls regarding issues and concerns with waste pickups, and serves as backup for documenting information via Smartsheet.

OTHER IMPORTANT OR MARGINAL DUTIES

None.

DIFFICULTY

Employees in positions assigned to this class perform work tasks that involve some exercise of judgment in the application of standard operating procedures. Work also involves making repetitive decisions on a recurring basis. For instance, learn job duties from oral instructions or demonstrations; write identifying information (such as name and address, weight and number or type of product); request orally, or in writing, work materials and supplies.

RESPONSIBILITY

Supervision Received
Employee proceeds alone on tasks following standard practices and procedures, referring all questionable items to immediate supervisor. A close check over the specific details of the employee's work is not necessary.

Supervision of Others
None.

INTERNAL AND EXTERNAL CUSTOMER CONTACT

Work involves contacts with other departments in furnishing or obtaining information or reports and has contacts with the public involving routine service. Work requires tact to avoid misunderstanding in contact where improper handling could affect results.

EQUIPMENT AND TOOLS USED

Tools and equipment used include, but may not be limited to personal computer, various software, specialized software such as Infor and Banner, fax machine, adding machine/basic calculator, telephone system, and copier.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

Work is mainly indoors and usually seated in a chair at a desk. Work may require some dexterity and speed.

KNOWLEDGE, SKILLS, AND ABILITIES

Ability to communicate clearly and logically. Knowledge of proper formats, grammar, and spelling to compose and edit correspondence. Knowledge of office machines, procedures and processes, and filing systems to provide necessary office support. Skill to effectively perform as a dispatcher in a stressful environment. Have accurate and typing/word processing skills to prepare correspondence and reports. Skills to maintain computerized records. Ability to prepare, order, and follow through on receipt of work requested within established guidelines. Ability to initiate and follow through on assignments with detail. Ability to efficiently and accurately schedule meetings and events.