Sr. Administrative Associate-DSEM

Job Title

This position serves as back-up for the Records Manager by being a contact for the public for DSEM related records requests, to provide electronic recording of documents through the Clerk's Office, and to prepare and scan paper documents into the digital database. This position also staffs the Advisory Committee for Quality Growth meetings and provides assistance to all division staff within the department with general administrative duties, as well as provides back-up assistance for other administrative staff.

Essential duties include providing back-up assistance for the Records Manager by responding to public records requests, respond to records-related phone inquiries, and assist walk-in customers as needed. Provide electronic recording of documents as requested by the public and DSEM staff through the Clerk's Office. Provide general administrative support to all DSEM Divisions, including but not limited to processing environmental permits, typing, filing and distributing correspondence, scheduling meetings, assisting with personnel interviews and hiring procedures, and assisting with special projects as assigned by Directors. Also includes purchasing supplies and processing subscription and membership requests, processing check requests, monitoring budget for items purchased, maintaining P-Card receipts and reconciling monthly bank statements, processing travel request and reimbursement forms and making travel arrangements for staff as requested. Staff the Advisory Committee for Quality Growth and provide back-up assistance for the Board of Adjustment and Appeals and Science Advisory Committee meetings. Provide back-up assistance for primary staff of various administrative functions, including intake and processing of site and development plans and exempt subdivisions, providing updates to the DSEM website, assisting with the weekly uniform order, and issuance of ID badges and mail distribution. Also provide back-up assistance completing reservation requests for the online DSEM conference room calendar. Provide back-up assistance processing DSEM Citizen Connect inquiries and updating the associated database. Process incoming phone calls on the main switchboard on a rotating basis. Assists with special tasks and projects.

Other important or marginal duties include none.

Work tasks involve both general and specific knowledge of practice and procedure. Action requires assessment of circumstances or data and making decisions from many known alternatives. Tasks may typically include many unrelated processes and methods, frequent planning for deadlines that are generally unexpected.

Supervision received employees in positions assigned to this class assume responsibility; is presumed to know the routine work details and performance standards of the job and to perform the assigned tasks without appreciable advice or spur from the immediate supervisor; plans and arranges own work schedule under specified standard practices; refers questionable items to the immediate supervisor when in doubt as to the procedure. Supervision of others employees in positions assigned to this class are typically non-supervisory.

Internal and external customer contact has contacts by telephone, correspondence, or personal meetings with persons in other divisions and programs or outside the County to obtain or supply factual information; or has contacts with staff or the public involving financial, business, human resources, or similar County services. Tact is required in these contacts and the employee assumes the responsibility for harmonious relationships.

Tools and equipment used include, but may not be limited to computer, fax machine, telephone system, and copier.

Work requires some dexterity and speed for occasional operation of a typewriter, adding machine or simple tools and equipment, and/or, requires some agility, stamina or muscular strength for short periods of standing, walking, bending or lifting.

Knowledge of proper formats, grammar and spelling to compose and edit correspondence. Knowledge of standard office machines, procedures and processes. Knowledge of filing systems. Knowledge of personal software in a Windows environment. Thorough knowledge of program functions and activities. Skill to communicate clearly, effectively, tactfully and patiently in-person, on the phone and in writing to a diverse population. Skill to maintain computerized records. Ability to establish and maintain effective working relationships with others. Ability to maintain a courteous and professional demeanor while interacting with customers. Ability to efficiently organize, prioritize, understand and meet deadlines. Ability to initiate and follow through on assignments with attention to detail. Ability to schedule meetings and events, both efficiently and accurately. Ability to create, prepare, order and follow through on receipt of graphics/publications ordered within established deadlines. Ability to work independently. Proficiency in Microsoft Word, Excel, Adobe, Outlook, Powerpoint, Accela and Project Dox.

Minimum qualifications requires a high school diploma or an equivalent and four years of secretarial and/or clerical work experience; or graduation from an accredited four year college or university with a Bachelor's Degree in accounting, business or public relations or a related field; or an AA degree and two years of related work experience; or an equivalent combination of training and experience. Clerical, accounts payable/receivable, transcription experience preferred. Must possess a valid Florida Driver's License and have a favorable driving record. All Leon County employees (regular full-time and part-time, OPS, and PRN) are required to work before, during and after a Declared Local State of Emergency (DLSOE). Participation is considered a condition of employment.

Selection guidelines include formal application, rating of education and experience; oral interview and reference check. FLSA status is Non-Exempt due to nature of work assignments. Revision history includes July 10, 1998; December 10, 2001; June 26, 2002; on December 4, 2006 contractors board responsibilities eliminated; February 4, 2016; September 19, 1925.