Senior Administrative Assistant

Alachua County • FL - Facilities Dept., FL

21d

About The Position

This is highly responsible, complex administrative and managerial work involving a wide variety of administrative tasks and functions for a department in County government. The employee reviews and processes correspondence, prepares and coordinates reports and requests, conducts program evaluations, and assists the department director with budget preparation, policy formulation, and expenditure review. The role supervises departmental administrative functions and other clerical employees. Work is performed under the direction of a higher-level supervisor and reviewed through conferences, reports, and observation of results.

This is an emergency-essential classification. Upon declaration of a disaster or emergency, employees in this classification are required to work. The position requires successful completion of all applicable pre-hire and ongoing background checks. Applicants who are within six months of meeting the education and experience requirements may be considered for trainee status.

Requirements

• Bachelor's degree in business administration, public administration, or a related field and three years of administrative experience, including policy formulation and budget preparation or monitoring; or an equivalent combination of directly related training and experience.
• Successful completion of all applicable pre-hire and ongoing background checks.
• Thorough knowledge of governmental functions, policies, and procedures.
• Thorough knowledge of departmental policies and procedures.
• Ability to perform varied office and clerical work requiring administrative capability.
• Ability to complete assigned administrative tasks with minimal supervision and general direction.
• Ability to plan, organize, and manage the work of others.
• Ability to communicate effectively orally and in writing.
• Ability to coordinate multiple tasks and priorities.
• Ability to prepare complex reports and maintain records.
• Ability to comprehend legal descriptions and other documents of equivalent complexity.
• Ability to work tactfully and effectively with operating officials and employees.
• Ability to establish and maintain effective working relationships with the public and County employees and officials.
• Ability to perform arithmetical computations rapidly and accurately.

Responsibilities

• Supervise and coordinate subordinate employees, including setting work procedures and schedules, assigning duties, reviewing work, recommending personnel actions, conducting performance reviews, and providing training and orientation.
• Supervise departmental administrative functions such as budgeting, personnel, payroll, and purchasing.
• Assist the department director with difficult clerical and administrative tasks.
• Process correspondence, investigate subject matter, and prepare replies.
• Maintain and interpret current information on department policies and programs and assist in formulating new policies and procedures.
• Review records and reports requiring action and recommend solutions or courses of action.
• Complete special assignments, research, and report preparation.
• Perform fiscal, personnel, purchasing, statistical reporting, and other major departmental functions.
• Prepare and coordinate state and federal grant requests.
• Assist with budget preparation and expenditure monitoring.
• Supervise payroll preparation and completion of time cards.
• Assist the department director with screening, interviewing, and processing applicants.
• Coordinate all facets of the contract process and ensure contract bids are properly advertised and comply with regulations.
• Provide staff support for legal suits, disputes, and investigations.
• Assist in carrying out departmental policy, including administration of labor agreements.
• Evaluate ongoing programs under the direction of the department director.
• Develop and monitor internal administrative policies and procedures.
• Perform assigned duties professionally and with a sense of urgency.
• Maintain a positive customer service focus and support organizational culture by aligning decisions with the County's core values.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior