Senior Administrative Assistant-County Manager's Office-Council Support

County of Volusia•Fl 32720, FL

12h•Hybrid

About The Position

This position is responsible for coordinating administrative processes in support of the County Manager's office. This position will provide day-to-day administrative support to elected county officials, directors, managers, and staff. The role functions as an executive aide to division or department directors, supports managers, and elected officials. It involves coordinating varied complex administrative and/or clerical activities within a unit in a large operating activity or division, conducting necessary correspondence and studies, and analyzing and resolving problems dealing with projects in a division. The position also coordinates methods, procedures, improvements, and programs to foster greater productivity, and coordinates division activities with other government offices and entities. Preparing agenda items, which includes reviewing documents for accuracy and completeness, collecting information and back-up as necessary, and ensuring timely submission of items, is a key responsibility. Additionally, the role involves preparing and distributing agenda packets, evaluating programs for compliance with priority schedules and accomplishment of work programs, and implementing programs with a minimum of supervision. Developing and installing systems, forms, and procedures, representing the division or activity in making special investigations and gathering information, and meeting with public officials and civic groups to explain various projects and work programs are also part of the duties. Compiling reports regarding the area of assignment is required. The incumbent may serve as a program or project manager wherein the program’s success relies on them. The position may be assigned to other county locations based upon operational needs. Attendance at work on a continuous and regular basis is expected, as is the ability to respond to emergency situations and adhere to Federal, State, County and Local ordinances. Other duties as assigned will also be performed.

Requirements

Graduation from high school or possession of GED.
Five (5) years of progressively responsible executive secretarial experience, in which three (3) of those years as secretary to public official, high level administrator, or director of a complex organization or an equivalent combination of education (training) and experience which provides the required knowledge, skills and abilities.
A comparable amount of education, training, or experience may be substituted for the minimum experience.
Must possess and maintain a valid driver's license at time of hire.
Must possess a valid Florida driver's license within 30 days of hire and maintain thereafter.
Knowledge of principles of management and application to the administration of governmental affairs.
Knowledge of area of assignment, including trends and concerns.
Knowledge of research and report writing techniques.
Knowledge of basic accounting principles and procedures.
Ability to initiate and install administrative programs/procedures and to evaluate the effectiveness.
Ability to supervise the work of other employees.
Ability to communicate effectively both orally and in writing.
Ability to establish effective working relationships.
Ability to work under stressful conditions.
Must be able to relocate to other county locations based upon operational needs.
Sedentary work.
Ability to talk, hear, and see.
Visual acuity (peripheral vision, depth perception) necessary to read, write, and use the computer.
Ability to look at a computer screen for long periods.
Finger dexterity.
Ability to bend, stoop, and reach.
Ability to lift, push, pull, and/or carry a minimum of 10 pounds.
Ability to read and comprehend technical and professional journals and manuals; financial reports, letters, memos, abstracts, instructions; legal documents, ordinances, and statutes.
Ability to perform general mathematical functions.
Ability to write reports, financial reports, memos, letters, instructions, and procedures.
Ability to speak publicly; conversant in theory and practices of discipline; persuasive speaking.
Ability to analyze data and develop conclusions.
Ability to identify and resolve problems.

Responsibilities

Function as an executive aide to division or department directors, support managers, and elected officials.
Coordinate varied complex administrative and/or clerical activities within a unit in a large operating activity or division.
Conduct necessary correspondence and studies.
Analyze and resolve problems dealing with projects in a division.
Coordinate methods and procedures, improvements, and programs to foster greater productivity.
Coordinate division activities with other government offices and entities.
Prepare agenda items which include reviewing documents for accuracy and completeness; collecting information and back-up as necessary; ensuring timely submission of items.
Prepare and distribute agenda packets to appropriate personnel, the press, and the public.
Evaluate programs for compliance with priority schedules and accomplishment of work programs.
Implement programs with a minimum supervision.
Develop and install systems, forms, and procedures.
Represent the division or activity in making special investigations and gathering information.
Meet with public officials and civic groups to explain various projects and work programs.
Compile reports regarding area of assignment.
May serve as program or project manager wherein the program’s success relies on the incumbent.
May be assigned to other county locations based upon operational needs.
Attend work on a continuous and regular basis.
Respond to emergency situations.
Must adhere to Federal, State, County and Local ordinances.
Perform other duties as assigned.