Senior Staff Assistant

Alachua County•Gainesville, FL

3d•Onsite

About The Position

This is highly specialized and complex office work performing office and administrative duties of wide variety and scope. An employee assigned to this classification is expected to make decisions and act independently in accordance with established departmental policies and procedures. Supervisor may review non-routine decisions. Work is performed under the direction of a higher-level supervisor and is reviewed through conferences, reports and observation of results obtained. This is an emergency essential classification. Upon declaration of a disaster and/or emergency, all employees in this classification are required to work. Exudes a positive customer service focus. Advocates building organizational culture through aligning decisions with the County's core values.

Requirements

Graduation from high school or equivalent and three years general office/clerical and/or customer service experience; 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.
College course work will substitute for experience on a year for year basis.
Must be able to type at a rate of 35 correct words per minute as required by the position.
Successful completion of all applicable background checks pre-hire and ongoing are required.
For Community Support Services only (additional requirement): A Valid Florida Driver License is required and a Motor Vehicle Record that meets the requirements of Alachua County policy #6-7; Motor Vehicle Records will be reviewed prior to employment.
If, in the past 24-month period, the applicants Motor Vehicle Record has more than three (3) moving traffic infractions or three (3) or more at fault motor vehicle accidents (or combination of both and /or a conviction/pending charge for driving under the influence) or is in violation of any standard mandated by Federal or State Law or Regulation, the minimum qualifications are not met for the position.
For Human Resources: Successful completion of a pre-employment drug screen is required prior to employment.
For County Manager’s Office: Reliable transportation is required to attend monthly meetings.
Considerable knowledge of office practices and procedures.
Considerable knowledge of vocabulary, grammar, spelling and punctuation in order to prepare and edit typed material.
Considerable knowledge of established departmental standard operating procedures.
Considerable knowledge of word processing systems and keyboards.
Knowledge of effective telephone etiquette.
Skill in dealing with applicants, employees, and the general public.
Ability to plan and organize work and manage time effectively.
Ability to effectively supervise and coordinate the activities of subordinate employees.
Ability to follow oral and written instructions.
Ability to write and organize correspondence.
Ability to proofread typed material and make appropriate corrections.
Ability to establish and maintain effective working relationships.
Ability to establish and maintain accurate, efficient filing systems.
Ability to work independently on multiple tasks and projects; ability to prioritize tasks.
Ability to write and organize reports and memoranda.

Responsibilities

Assists department head or designee in reviewing complaints or requests for services from the general public or other County departments.
Prepares responses to requests; provides background information to supervisor to aid in responding to request.
May coordinate the activities of subordinate employees including determining work procedures and schedules; issuing instructions and assigning duties; reviewing work; and conducting departmental training and orientation.
Assists in the preparation of departmental budgets and prepares reports and statistical data.
Makes recommendations, performs limited analysis, reviews and monitors budgets.
Assists in the preparation of payrolls, purchase orders, purchase requests and other fiscal and statistical data.
Establishes and maintains office filing systems; classifies and codes materials for filing; locates and retrieves files and materials as required.
Schedules appointments for superior; arranges travel schedule and makes travel reservations.
Prepares office/departmental paperwork such as correspondence, reports, forms, agendas and related material.
Takes and transcribes minutes as required.
Opens, sorts and distributes incoming office/departmental mail; collects, seals and stamps outgoing mail.
Files office correspondence and records; ensures that notices, memoranda, directives and related material are properly distributed.
Prepares, interprets and maintains department policy and procedure manuals and interprets complex and detailed data.
Drives a County and/or personal vehicle to perform required duties (Community support Services).
Performs the duties listed, as well as those assigned, with professionalism and a sense of urgency.
For Community Support Services only: Drives a County vehicle daily for mail runs to downtown location, frequently drives a County vehicle to pick up special items needed for the office and/or special events and occasionally drives County vehicle to Fleet for repairs.