Administrative Asst. Misdemeanor Probation

Administrative Assistant

Performs advanced, complex, and often confidential administrative work with a broad scope of responsibilities. Prepares technical reports and spreadsheets from start to finish. Coordinates information responds to inquiries regarding departmental operations, and ensures the office runs smoothly while the supervisor is absent.

The following statements describe the principal functions of the job and its scope of responsibility but should not be considered an all-inclusive list of work requirements.

• Composes and prepares a wide variety of paperwork including that of a confidential, complex, and/or technical correspondence.
• Researches, compiles, interprets, and summarizes information for various reports, spreadsheets, surveys, and special projects.
• Serves as a liaison for misdemeanor probation for those seeking information or services; responds to inquires timely.
• Prepares and maintains records, databases, books, logs, lists, etc. in an accurate, complete, and timely manner; updates information and enters data into the computer to maintain records.
• Maintains a filing system of a variety of correspondence, records, reports, and documents; purges files to obtain and update information; ensures the files are maintained in an organized and efficient manner.
• Answers telephone in a courteous and tactful manner; assists clients, and provides accurate and complete information regarding the office operations, attempts to resolve complaints in a calm, courteous, and tactful manner.
• Receives, procures, opens and distributes mail in an accurate and timely manner; ensures that all mail received is forwarded to the appropriate person and/or destination.
• Prepares and transmits documentation after disposition.
• Opens and updates information into computerized records through the Ritetrack System.
• Performs other duties as assigned.

Knowledge of general office practices and procedures. Knowledge of effective and efficient recordkeeping practices and procedures. Knowledge of the English language including proper grammar and punctuation. Knowledge of basic mathematics and computer programs. Knowledge of accepted practices and techniques involved in budget and report preparation, recordkeeping, public relations, interpersonal relations, and business communications both oral and written. Knowledge of basic accounting or bookkeeping practices and procedures including ability to prepare spreadsheets. Knowledge of community web based (RRC and BOP) programs.

Ability to learn the broad scope of department operations and services in order to serve as an information resource and to provide assistance in a timely and effective manner. Ability to effectively and efficiently work on multiple projects at the same time without becoming frustrated or disorganized. Ability to gather, compile, and assemble information into a final product for letters, records, reports, etc. Ability to plan, organize, and prioritize work to accomplish work in compliance with quality standards and deadlines under limited supervision. Ability to prepare spreadsheets and to maintain computer databases. Ability to maintain an efficient and organized filing system to ensure that items can be retrieved in a timely manner. Ability to maintain the confidential nature of the department. Ability to serve as a lead worker to clerical personnel including assigning and monitoring work for accuracy and completeness. Must be detail oriented with strong organizational skills.

Ability to meet attendance requirements. Ability to read, write, and communicate. Ability to operate various general office equipment including a telephone, copier, computer, credit cards, and adding machine. Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time. Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking.

Two-year degree or college coursework and four years progressively responsible experience performing administrative work in a general office or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities. Must possess and maintain a valid Florida Driver license. Have current Notary or the ability to secure/acquire a notary license.

THE HIGHLANDS COUNTY BOARD OF COUNTY COMMISSIONERS Does not Discriminate on the basis of age, race, sex, religious belief, color, national origin, disability/handicap, gender, gender identity, sexual orientation, genetics or any other legally protected group/class. We are proud to be a drug free workplace. Screening tests for illegal drug use may be required as a condition of employment