Assistant to Board of County Commissioners/County Manager

Alachua County•Gainesville, FL

12h•Onsite

About The Position

This is highly responsible professional and supervisory work providing executive support and maintaining administrative operating systems for the Alachua County Board of County Commissioners (BoCC) Office and/or the County Manager's Office. The incumbent assigned to this position is responsible for supervising administrative staff and performing complex, varied administrative work. This position is responsible for directing the provision of timely, high-quality support services to the County Manager, Deputy County Manager, Assistant County Managers, Communications Office, and/or the Board of County Commissioners, including constituent services, by developing and implementing effective operating systems and procedures, exercising sound judgment and decision-making skills, and maintaining a strong focus on quality customer service. Work is performed independently under the general direction of a higher-level supervisor and is reviewed through reports, conferences and observation of results obtained.

Requirements

Bachelor's degree in public administration, business administration, or a related field and two years of professional experience as an office manager; or any equivalent combination of related training and experience.
Applicants within six months of meeting the minimum education/experience requirement may be considered for trainee status.
Passing score on Microsoft Excel, Word, Powerpoint (minimum score of moderate knowledge).
Typing Test with minimum correct words of 35 wpm.
Passing scores must be received by the Human Resources Office via email at [email protected] no later than five business days after the posting closes.
Successful completion of all applicable background checks pre-hire and ongoing are required.
Thorough knowledge and understanding of standard operating procedures, BOCC employee policies, automated systems, and policies applicable to local governments.
Thorough knowledge of principles and practices of organizational administration and management, budgeting, and human resource management.
Thorough knowledge of modern office practices and procedures; business English/vocabulary, grammar, punctuation, spelling and mathematics.
Ability to understand and ensure compliance with BOCC employee policies manual, and county standard operating procedures.
Ability to prepare detailed written reports and procedures.
Ability to analyze emergency situations quickly and accurately and respond with an appropriate course of action.
Ability to develop, guide, organize and counsel staff, including the ability to effectively appraise employees' performance and propose any necessary disciplinary actions.
Ability to proofread and make appropriate changes to documents and correspondence.
Ability to understand and ensure compliance with laws, rules and regulations governing all types of governmental activities.
Ability to effectively communicate, both orally and in writing; including public speaking and presentations and the preparation of written reports and memorandum.
Ability to establish and maintain effective working relationships with employees, supervisors, government agencies and the general public.
Ability to analyze and evaluate departmental programs, procedures and policies to ensure services are delivered efficiently and effectively.

Nice To Haves

Skill in the operation and use of a personal computer including word processing, spreadsheet and database software; calculator; telephone; copy machine; and fax machine.

Responsibilities

Supervises and coordinates the activities of subordinate employees including interviewing, hiring and training; determining work procedures and schedules; issuing instructions and assigning duties; reviewing work; recommending personnel actions; conducting performance reviews; conducting departmental training and orientation; rewarding and coaching employees.
Manages the information flow for the County Manager, the Assistant County Managers, the Communications Office and/or the Board of County Commissioners; manages the information flow on a variety of tasks performed independently or by subordinates to ensure satisfactory completion.
Directs the maintenance of scheduling, calendars, and reservations for the County Manager, Assistant County Managers, the Communications Office and/or the Board of County Commissioners.
Processes travel requests; makes travel arrangements; processes reimbursements for travel.
Establishes uniform correspondence procedures and style practices.
Prepares and maintains standard operating procedures.
Prepares drafts of speeches, presentations, resolutions, ordinances, contracts and administrative policies as assigned.
Coordinates the preparation of routine/non-routine correspondence of a complex and/or sensitive nature on behalf of the County Manager's Office and/or the Board of County Commissioners.
Reviews, prioritizes, assigns and follows-up on mail for the County Manager, Assistant County Managers, the Communications Office and/or the Board of County Commissioners.
Investigates and follows-up on citizen requests for service, complaints and requests for information.
Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
Research, interpret and develop data for assigned non-routine special projects.
Performs the duties listed, as well as those assigned, with professionalism and a sense of urgency.
Supervises and coordinates administrative and clerical support for the County Manager's Office.
Gathers, interprets and prepares data for studies, reports and recommendations; coordinates activities with other County departments and outside agencies as needed.
Responsible for entering performance measures and processes payroll for the County Manager's Office and BOCC.
Assists in the processing of purchasing card reconciliation.
Supervises and/or assists in providing administrative and clerical support to the County Manager, the Assistant County Manager, and the Communications Office.
Maintains records for copier(s) and contacts for repairs/supplies as needed.
Supervises and coordinates administrative and clerical support for the Board of County Commissioners.
Supervises and coordinates Board of County Commissioners processes.
Develops, implements, maintains, and directs procedures to process the Chair's mail and establish filing systems for each County Commissioner.
Supervises and assists in the preparation of appropriate response to constituent requests.
Maintains appropriate system of checks and balances to ensure quality and timely responses are provided.
Independently coordinates, schedules, researches, interprets, and develops routine and non-routine projects assigned by the higher-level positions in the County Manager and Commission offices.