Executive Staff Assistant

Minimum Qualifications Graduation from high school or equivalent and at least three years of general office/clerical or customer service experience, or an equivalent combination of related training and experience. College coursework may substitute for experience on a year‑for‑year basis. Applicants must be able to type at a rate of 35 correct words per minute. Candidates who have recently met the educational or experience requirement may be considered for trainee status. Skills Testing Required Applicants must obtain passing scores on the following County skills assessment tests: Microsoft Excel, Microsoft Word and Microsoft PowerPoint. A typing test with a minimum score of 35 words per minute is also required. Tests can be taken in person or remotely through CareerSource North Central Florida. Position Summary This is a highly specialized and complex office position that performs a wide variety of administrative duties for the Alachua County Board of County Commissioners (BoCC) and the County Manager’s Office. Employees in this classification make decisions and act independently within established office policies and procedures, with supervision reviewing non‑routine decisions. Essential Job Functions Maintain a positive customer‑service focus while performing administrative duties. Advocate for the organizational culture by aligning decisions with core values such as integrity, honesty, respect, diversity, innovation, accountability, and communication. Review complaints or service requests from the public and other County departments; prepare responses and provide background information to supervisors. Serve as a gate‑keeper, referring citizens to the appropriate deputy or assistant county manager before escalation to the County Manager. Establish and maintain electronic and hard‑copy filing systems; classify, code, retrieve files, and run reports as required. Prepare correspondence, reports, and forms; take and transcribe minutes. Open, sort, and distribute incoming mail; collect, seal, and stamp outgoing mail. Ensure that notices, memoranda, directives, and related material are properly distributed. Prepare and maintain office policy and procedure manuals. Provide public notice for Commission and Advisory Board meetings. Deliver excellent internal and external customer service. Answer and direct phone calls, issue and receive documents. Maintain calendars and make reservations for the County Manager, Deputy County Manager, Assistant County Managers, and the Board of County Commissioners. Process travel requests, make arrangements, and handle reimbursements. Coordinate preparation of routine and non‑routine correspondence of a complex or sensitive nature on behalf of the County Manager’s Office. Provide backup coverage for the main reception area as needed. Order and track office supplies and inventory. Assist with proclamations and coordinate signatures and presentations. Maintain a database of local, state, and federal governmental contacts. Compile documents for public record requests. Assist with fiscal duties when required. Schedule conference rooms and coordinate with Facilities to set them up. Perform all duties listed above with professionalism and a sense of urgency. Knowledge, Skills, and Abilities Considerable knowledge of office practices and procedures. Excellent command of vocabulary, grammar, spelling, and punctuation for producing and editing written material. Familiarity with established office standard operating procedures. Proficiency in personal computing, including word processing, spreadsheet, and database software, as well as keyboard calculators, telephones, copy machines, and fax machines. Effective telephone etiquette. Strong interpersonal skills for dealing with employees and the general public. Ability to plan, organize, and manage time effectively. Capacity to follow oral and written instructions. Proficiency in writing and organizing correspondence. Skilled proofreading of typed material with appropriate corrections. Ability to establish and maintain effective working relationships. Ability to develop and maintain accurate, efficient filing systems. Capacity to work independently on multiple tasks and prioritize accordingly. Ability to write and organize reports and memoranda. Physical Demands The position requires regular sitting, talking, and hearing. Occasionally the employee must reach and be mobile. Vision requirements include close vision and color vision, and the ability to adjust focus for constant computer monitor use. Work Environment The work environment is generally moderate in noise level. Reasonable accommodations may be made to enable individuals with disabilities to perform the job’s essential functions. Benefits Alachua County offers a comprehensive benefits program for eligible employees. Medical/Health Insurance Employee Life Insurance Florida Retirement System Employee Assistance Program Optional Benefits Dental Insurance Vision Insurance Supplemental & Dependent Life Insurance Deferred Retirement Program Flexible Spending Accounts Roth IRA Tuition Assistance Program Legal Eligibility Information This position is non‑discriminatory and all qualified individuals will be considered in accordance with applicable laws. For transient applicants with foreign credentials, please submit an evaluation of credentials. The position is not filled at this time. #J-18808-Ljbffr