Administrative Assistant III (Development Services)

Administrative Assistant

This position provides responsible administrative work, using advanced clerical skills in a variety of functions including building department processes, land use compliance and other related codes and regulations. Requires the ability to use tact and recognize and maintain confidentiality. Duties are performed under the Direction of the Development Services Administrator.

Examples of Duties

The following statements describe the principal functions of this job and its scope of responsibility but shall not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including working in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload.

• Performs duties of a staff assistant nature and participates directly in the work of the individual(s) supported.
• Secures details of specialized information, coordinating office work and providing information regarding the services and operation of the unit.
• Greets visitors, receives, screens, and prioritizes calls and refers callers to appropriate employees. Advised management of time sensitive requests.
• Responds to inquiries from contractors, homeowners, staff members, and the public.
• Creates memorandums, letters, forms, etc. Sets up and maintains specialized office files. Files letters, reports, and related technical information in the prescribed manner. Assembles information for others use.
• Schedules meetings and other appointments for the Development Services Director and other staff members. Help resolve minor issues and direct more complex concerns to the Director or other relevant staff. May assist with Payroll processing.
• Responsible for all office supply orders.
• Assist in compiling data for meetings, presentations, agendas, or reports for the Director or other departments.
• Responsible for department invoices and certificates of insurance.
• Provides backup support for the preparation of the Planning & Zoning Commission monthly meeting agenda and materials including preparation of agenda materials. Opens, prioritizes and processes email and mail.
• Assist the Director and other department personnel with special projects, administrative tasks, and coordination as needed.
• Requests work orders as needed.
• Collaborate with other departments to ensure smooth coordination of Development Services activities and projects.
• Attend meetings and take minutes.
• Demonstrates commitment and dependability with regular attendance, punctuality, and adherence to schedule of availability. Other duties as assigned.
• Other duties as assigned.

Emergency Response County employees are required to report for work during a state of emergency and are subject to recall around the clock for emergency response operations which may include duties other than those specified in this job description. Employees may request an exemption from this requirement by submitting the appropriate exemption form, subject to review and approval.

Typical Qualifications

Minimum Qualifications

• Graduation from an accredited high school or possession of an acceptable equivalency diploma (GED).
• Three (3) years' experience involving advanced administrative/staff assistant duties including the operations of a personal computer, keyboard, or similar data entry equipment, with emphasis in local government.
• Experience working with pdf files and word processing programs preferred.
• Applicants must submit a resume and cover letter tailored to the position. Application materials must demonstrate clear, professional written communication skills.

A combination of education, training and experience may be substituted at the County's discretion.

Licenses, Certifications, or Registrations

• Must possess and maintain a valid Florida Driver's License or must obtain within 30 days of establishing residency in Florida and be insurable by current insurance carrier, or valid Florida Identification Card is acceptable only for positions not required to drive a county vehicle.
• Must possess or be able to obtain within six (6) months NIMS/FEMA certifications: IS-00700.a, IS-00200.a, IS-00100.a

Required Competencies

• Ability to gain knowledge of and understand various laws and ordinances regulating permitting, contractor licensing, and building codes.
• Ability to convey applicable laws and ordinances to contractors, owners, and the public.
• Must possess a high level of customer service skills.
• Knowledge of office and departmental policies, procedures, and practices.
• Ability to effectively follow written and oral instructions.
• Ability to identify problems and initiate effective corrective action.
• Knowledge of business English, spelling and punctuation to prepare documents and compose letters, proofread materials, etc.
• Ability to establish and maintain effective working relationships with employees and the public.
• Access, input, and retrieve information from a computer software and e-mails.
• Ability to express ideas clearly and concisely, both verbally and in writing.
• Recognize and maintain confidentiality.
• Ability to read and comprehend policies, rules and regulations.
• Proficiency with computers and software.
• Ability to be adaptable.
• Interact with co-workers, supervisors, and the public in a professional and courteous manner.

Supplemental Information

Physical Requirements/Work Environment

• Requires sitting most of the day.
• The job involves frequent lifting and carrying up to 10 pounds, and occasionally up to 20 pounds.
• The job requires frequent bending, twisting, and occasional squatting, climbing, kneeling, and balancing.
• The job requires the completion of tasks that involve simple grasping, pushing, pulling, fine manual manipulation, and typing.
• The job requires normal visual acuity and field of vision, depth perception and color vision, hearing, and speaking.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Pay Grade: 5 Salary Disclosure: Pay rates are based on policy, education, skill, experience level and internal equity. VETERANS' PREFERENCE: Under Section 295.07, F.S., Chapter SSA-7, Hernando County BOCC provides to veterans, that preference in appointment will be given to preference-eligible applicants. PLEASE REVIEW THE MINIMUM REQUIREMENTS ON POSTING AND COMMUNICATE HOW YOU MEET THE MINIMUM REQUIREMENTS IN YOUR APPLICATION/RESUME. MINIMUM REQUIEMENTS MUST BE MET TO BE CONSIDERED. All applications will be carefully reviewed to evaluate qualifications and overall suitability for the position. The relevance, scope, and length of related work experience, training, and education outlined in the application and resume will be considered during the screening process. Selected applicants will be contacted to participate in interviews. Candidates are encouraged to clearly document all pertinent experience, including relevant knowledge, skills, or abilities gained outside of traditional employment, in the additional information section of the application. Hernando County Board of County Commissioners (BOCC) is an Equal Opportunity Employer and does not discriminate on the basis of sex, race, color, religion, gender, orientation, national origin, age, marital status, veteran status, genetic information, pregnancy, disability, or any other protected characteristic as defined by law. Hernando County is a Drug-Free workplace. All employees are subject to drug testing in accordance with Federal and Florida State Law. Applicants requiring reasonable accommodations as defined by the Americans with Disabilities Act, must provide notification to the BOCC in advance to allow sufficient time to provide an accommodation.