Senior Administrative Associate

Administrative And Office Support

This is advanced and highly responsible administrative, customer service, and office support work. Work involves providing administrative and office support for the four Programs in the Division of Operations. This position's primary function is to handle the day-to-day internal Human Resources responsibilities for the Division's 138 employees and is the INFOR Database Systems primary data entry person for maintaining the computerized equipment and employee changes. Work also involves responding to Citizens Connect inquiries, supporting the Division's Call Center, and serving as a backup receptionist and performing radio dispatcher duties.

Essential duties include handling INFOR Software/Work Order Management/Call Center, generating, printing and distributing work schedules, adding and expiring small and large equipment in INFOR, maintaining filing systems, generating investigations and service requests, serving as back-up to Senior Administrative Associate in completion of necessary forms for FEMA reimbursement, assisting in adding assets, streets and landscapes in INFOR, maintaining monthly files for Crew Production Reports, providing administrative support, handling office supply requests, preparing and processing outgoing mail, serving as back up to other Administrative Associates, serving as backup to Sr. Administrative Associate for preparing written cost estimates for private road repairs and private sign fabrication and repairs, serving as backup to Sr. Administrative Associate for entering pauper burials at Serenity Cemetery, serving as secondary receptionist/radio dispatcher, handling reporting and scheduling, preparing Work Order Quarterly Report, serving as backup for Sr. Administrative Associate extracting specified data and download to pull reports in INFOR, and responsible for scheduling, notifying and coordination of all personnel for events.

Difficulty includes interpreting and typing written correspondence and editing complex documents, properly managing and computer tracking personnel issues, such as training, certification compliance, evaluations and action plans which all require difficult or creative thinking. Work flow requires planning for deadlines. Work involves close attention to detail to eliminate data entry errors.

Supervision received is generally defined and requires significant judgment in determining how to accomplish the work. The position seldom receives guidance from supervisor. Supervision of others is none. Internal and external customer contact includes contact, by telephone and correspondence, with various agencies and internal staff.

Equipment and tools used include a computer and various software programs such as Word, Excel, Outlook, INFOR, Crystal Reports, GIS Mapping, AppXtender, and Finweb; typewriter, copier, fax machine, adding machine, and calculator. Work environment and physical demands include work performed in an office setting usually seated at a desk. Employee must use hands to finger, handle, or feel, reach with hands and arms. Employee must communicate effectively verbally and in writing. The noise level in the work environment is usually moderate.

Knowledge, skills, and abilities include maintaining computerized records, knowledge of proper formats, grammar and spelling to compose and edit correspondence, knowledge of standard office machines, procedures and processes to provide the necessary office support, knowledge of personal computer software in a Windows environment such as Word, Excel, INFOR, Finweb, Outlook, ability to initiate and follow through on assignments with attention to details, ability to efficiently organize, prioritize, understand and meet deadlines, ability to efficiently and accurately schedule meetings and events, skilled in communicating clearly, effectively, tactfully and patiently in person, on the phone, on the radio and in writing to a diverse population, demonstrates skill to effectively perform as Receptionist in a busy office, knowledge of INFOR (street & location) software and GIS Mapping, fast, accurate typing/word processing skills to prepare reports, logs and correspondence, thorough knowledge of program functions and activities, knowledge of filing systems, ability to establish and maintain effective working relationships with others, ability to maintain a courteous and professional demeanor while interacting with customers, ability to provide computer assistance to staff, ability to correctly interpret Personnel Policy & Procedures, ability to work independently.

Minimum qualifications require a high school diploma and four years of training and experience, preferably in Human Resources; or an Associate's degree and two years of training and experience. Necessary special requirements include 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: Position is non-exempt. Revision History: July 16, 2019; July 26, 2019.