Administrative Aide

Provides responsible administrative and analytical work assisting Elected Officials and County Administration. Essential functions are fundamental job duties. They do not include marginal tasks which are also performed but are incidental to the primary functions. 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, nor does every position allocated to the class necessarily perform every duty listed. Personal characteristics required of all employees such as honesty, industry, sobriety and the ability to get along with others, are presumed qualities and may not be listed specifically. Greets public in person or by telephone; provides information about programs, functions and procedures; screens calls and transfers callers to other employees. Reviews and summarizes memos, agendas, news articles, reports and other communications in order to brief the Elected Official and/or County Administration regarding content relevant to county business. Gathers source materials for articles or speeches; assists in drafting and proofreading letters, confidential papers, memos, newsletters, speeches and articles; composes letters and memoranda for Elected Official and/or County Administration signature; designs and creates informative materials for internal and public use. Conducts research, data collection and analysis of information for presentations, meetings or for matters that may come before the Board of County Commissioners or other boards. Makes arrangements for meetings including space, time and place, and assists with taking notes and minutes for conferences, meetings and functions as required; makes travel arrangements as requested. Establishes and maintains filing systems, research materials and other information for the County Commissions and County Administrator departments. Routes mail/email to proper department; responds to routine correspondence, annotates and delivers non-routine correspondence to Elected Official and/or County Administration as requested. Maintains records for associated boards and councils; informs Elected Official and/or County Administration as vacancies occur. Coordinates presentations for awards, proclamations and certificates of appreciation and notifies recipients. Attends community events and meetings and report back issues of concern, new information or updates as requested. Maintains office supplies and inventory. Acts in a confidential capacity in administrative support tasks. Interacts with the public in an effective and courteous manner. Must demonstrate commitment to our mission, vision, values and goals and represent the County in a professional, dignified manner at all times both in actions and appearance. May have a role in the County’s disaster preparation and/or disaster recovery efforts, as designated in the County Comprehensive Emergency Management Plan; may be required to work before, during and/or after an emergency. Must be able to meet minimum attendance standards. Performs related duties as required. ESSENTIAL PHYSICAL, VISUAL AND COMMUNICATION SKILLS: The physical requirements are that of sedentary work and include exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Walking and standing are required occasionally. Requires repetitive motion of the wrists, hands and/or fingers. Requires fingering to include picking, pinching, typing or otherwise working primarily with fingers rather than with the whole hand as in handling. Required to operate a motor vehicle to attend offsite community events and meetings. Requires close visual acuity to perform an activity such as: preparing and analyzing data and figures. Transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes. Requires the expression or exchange of ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to others accurately, loudly or quickly. Requires perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication and to make the discriminations in sound.

ENVIRONMENTAL CONDITIONS:

The working environment involves everyday risks or discomforts that require normal safety precautions and is nearly absent of potentially disagreeable elements, such as irate customers, outdoor weather conditions, excessive noise, extreme temperatures, odors, dust, etc. The employee is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of business English, spelling, arithmetic and office practices and procedures; database software; internet, spreadsheet, word processing and presentation software; methods and relevant County policies, procedures, ordinances and state and local laws. Required to operate a personal computer, calculator and word processing, spreadsheet and/or database programs; creative writing, public speaking, business writing; proofreading and editing. Required to plan, coordinate and organize special projects, programs and activities; perform tasks independently within the scope of established procedures and Board policies; read and comprehend moderately complex instructions, short correspondence, and memos; write correspondence; to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization; make arithmetic computations and tabulations accurately and with reasonable speed; effectively represent the County and the department in answering questions, responding to inquiries, providing assistance, and dealing with concerns from the public, community organizations, other County staff and other agencies; establish and maintain effective working relationship with officials, outside agencies, employees and public. Associate degree in Business or Public Administration or closely related field; supplemented by two (2) years of progressively responsible administrative or clerical experience; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Must be computer literate. Experience with Microsoft Word and Excel is required. Experience with PowerPoint and Access is preferred. Requires a minimum typing speed of 35 cwpm. Administrative or clerical experience for executive management is preferred. Experience with a state/local government is preferred.

LICENSURE AND/OR CERTIFICATIONS:

Requires a valid driver license at the date of hire and maintain said license while employed in this position. Applicants must have at least the minimum educational documentation and/or certifications (requested within the job description) uploaded with their application to be eligible for consideration. Documentation may be uploaded at the time of application, scanned and emailed, faxed, or hand-delivered.

NOTE:

The information given on your application will be evaluated against the minimum qualifications of the job description. After all applications are evaluated, your name will be placed on the employment list and sent to appropriate hiring authority for consideration. Candidates may be asked to demonstrate knowledge and skills related to the position during the interview process. A Drug Free Workplace/EQUAL OPPORTUNITY EMPLOYER /Veteran's Preference will be given in accordance with Florida Statutes. #J-18808-Ljbffr Santa Rosa County, FL