Senior Administrative Associate

Administrative, Customer Service, and Office Support

General Description of Duties 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 Handles INFOR Software/Work Order Management/Call Center. Generates, prints and distributes work schedules, as needed and in the absence of the Program Supervisor. Responsible for adding and expiring small and large equipment in INFOR and accurate coding of equipment utilizing the current schedule of Federal Emergency Management Agency (FEMA) codes for cost of operating equipment, tracking expenditures and reimbursements. Maintains filing system for work orders, field sheets and work sheets for reference purposes. Generates investigations and service requests taken from citizens and County staff complaints, and forward to investigator. Serves as back-up to Senior Administrative Associate in completion of necessary forms for FEMA reimbursement. Assists Senior Administrative Associate in adding assets, streets and landscapes in INFOR and maintaining monthly files for Crew Production Reports. Responsible for adding, deleting, transferring employees and/or equipment in INFOR to the appropriate crew for the purpose of correct crew assignment for completion of daily field work sheets and associated costs. Plans and provides INFOR training to all new INFOR users within Operations and current INFOR users on new initiatives involving INFOR. Provides administrative support. Types correspondence, agendas, reports, meeting minutes and forms. Handles office supply requests; prepares and orders list of needed supplies and maintains adequate inventory. Distributes to Division personnel County-wide notices, memos, letters, Policies and Procedures Manuals and updates as they are received from Human Resources. Maintains maintenance manuals with new information. Files and maintains all correspondence, notice of injuries, evaluations, Personnel Action Forms, certificates, et cetera in a locked file cabinet. Updates phone list, speed-dial numbers, emergency contact numbers, et cetera. Sorts and distributes incoming mail appropriately. Prepare and process outgoing mail. Serves as back up to other Administrative Associates. Serves as backup to Sr. Administrative Associate for preparing written cost estimates for private road repairs and private sign fabrication and repairs through the use of INFOR work crew personnel assignment, equipment and/or material costs. Serves as backup to Sr. Administrative Associate for entering pauper burials at Serenity Cemetery utilizing the AppXtender program. Serves as secondary receptionist/radio dispatcher. Greets, announces and routes a variety of County staff and the general public by phone and in person. Responds to Citizens Connect inquiries. Provides general information about the Division of Operation's programs and activities. Dispenses general information about available jobs and job information to callers and visitors. Responds to complaints and inquiries concerning Division services and activities. Assists callers and visitors by disseminating information and directing to appropriate staff. Takes complete and accurate messages/information. Receives cable locations from field crews and calls in to Sunshine State One Call relaying information received. Receives cut cable information from field crews and calls in to appropriate company relaying information received. Obtains and relays messages to field crews regarding employee emergencies, accidents, field appointments, et cetera. Handles reporting and scheduling. Prepares Work Order Quarterly Report detailing all programs, number of work orders issued to each, and number completed within specified time frame. Serves as backup for Sr. Administrative Associate extracting specified data and download to pull reports in INFOR for project costs, public record requests, generating activity production and unit cost reports utilizing Crystal Reports, dispersing to appropriate supervisors to review for any corrections. Responsible for scheduling, notifying and coordination of all personnel for events including Wellness Program Breakfast/Lunch and Learns, Human Resources mandatory trainings, Employee Celebrations, Risk Management's Maintenance of Traffic, chainsaw and forklift training classes, Storm Preparedness, Bloodmobile, et cetera.

Other Important or Marginal Duties None.

Difficulty 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.

Responsibility: Supervision Received The duties of this position are generally defined and require significant judgment in determining how to accomplish the work. The position seldom receives guidance from supervisor. Supervision of Others None. Internal and External Customer Contact Has contact, by telephone and correspondence, with various agencies and internal staff. Equipment and Tools Used Work is performed through the use of 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 Work is 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 Skilled in 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 Requires 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: 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: 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.