Sr. Administrative Associate-Purchasing

Administrative Clerk

This is highly independent, varied, and complex administrative, clerical, and support work typically involving a major/complex and high profile program or program activity within County government. Work involves considerable public contact work. Employees assigned to this job classification report to employees who are assigned to various job classifications such as, but not limited to EMS Financial Analyst, Program Directors, or Program Managers. 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 include relieving division director of administrative detail and routine office management, coordinating completion of standard reports, handling supply requests, maintaining inventory, maintaining program activity calendar, assisting clients in completing applications, screening customers, responding to e-mails from community based organizations and citizens registering on web sites, customizing databases, and creating forms and templates. Prepares administrative reports and correspondence, develops forms and office procedures related to administrative duties involving travel, leave, purchases, budget, and other documents, answers to requests, handles sensitive/confidential matters such as salaries, budget, and contracts, gathers statistical and other pertinent information for various state and County reports. Maintains ledger/spreadsheets of office expenses. Prepares and routes purchase orders, p-card statements, invoice payments and travel requests/expenses to the appropriate departments. Reconciles program accounts in Banner. Assesses, researches and makes recommendations in the preparation of the annual budget and related reports. Updates web sites. Types letters, memos, forms, reports, agenda items, budget amendments, and other documents; prepares budget amendments; agenda item requests and other reports pertaining to administrative matters; and processes personnel action forms. Maintains specialized computer software programs for program area. Creates, updates, and maintains program database(s). Creates and maintains complex program records/files manually or on computer. This includes web site. Assists with publication of program activities and services. Adds graphics to newsletters, brochures, business cards, fliers, and web site. Operates office digital camera as well as downloads and manipulates digital images for use in publications. Greets visitors: determines their needs and directs them to the proper person and/or office. Reviews staff time sheets and performance evaluations for accuracy, process, and sends to the payroll division. Handles fiscal responsibilities: monitors all expenditures based on available funds using the Banner financial system; completes requisitions; compiles reports of account balances; audits invoices; approves invoice payment; recommends and prepares budget amendments; monitors state funded activities; collects and compiles information for OMB Quarterly reports; participates in budget preparation. Provides office support: researches and prepares special projects; sets up and maintains files and records for office correspondence, documents, reports, and other materials; acts as a liaison, may serve on various committees; composes correspondence for director’s signature; distributes mail; maintains attendance records; assists personnel in obtaining information and in acquiring materials and supplies; arranges conferences/meetings, travel and calendars; and processes citizen requests for services. Assists with special tasks and projects.

Leon County Government offers an extensive benefit package for full time employees. Executive level employee benefits are determined through contract negotiations. Below are some of the highlights.

• Medical Insurance-Employer and Employee Contributions
• Voluntary Dental Insurance
• Voluntary Vision Insurance
• Flexible Spending Accounts
• Group Term Life Insurance-Employer Paid
• Voluntary Supplemental Life Insurance
• Voluntary Long Term Disability Insurance
• Voluntary Legal Insurance
• Voluntary Individual Insurance Coverages with AFLAC & Colonial
• State of Florida Retirement Plan-Employer & Employee Contributions
• Voluntary 457(b) Deferred Compensation Savings for Retirement
• Retirement Savings Match-for-employees earning less than $50,000
• Annual Leave Accrual
• Sick Leave Accrual
• 3 Personal Days
• Paid Parental Leave
• Tuition Assistance Program
• Employee Assistance Program
• Loans At Work Program