Staff Assistant I (Codes Enforcement)

Putnam County Board of County Commissioners•Palatka, FL

5d•Onsite

About The Position

This is an hourly position that reports to the Senior Divisional Planning Manager, or designee. It involves entry-level clerical, secretarial, and staff assistant work, including PC keyboard operation. Employees may function under the direction of an administrative supervisor and/or may assist supervisors in charge of a small organizational unit. The role performs duties of an administrative nature and supports the work of the executive director assigned. This includes securing details of specialized information, coordinating office work, and providing information regarding the services and operation of the unit. The position requires keeping appointment calendars, scheduling appointments, and receiving, screening, and referring callers. It also involves taking notes and minutes of conferences, meetings, and functions, preparing forms, and composing letters. The role requires setting up and maintaining specialized office files, filing letters, reports, and related technical information, and assembling information for others' use. Additionally, it involves opening, prioritizing, and processing mail, typing using PC-based word processing software, and processing various documents. The position requires typing information or entering data into a computer containing technical terminology, retrieving data for reports, performing research and retrieval of records, and conducting statistical comparisons of information. It also includes assisting in the preparation and maintenance of department records, assisting in budget preparation and monitoring, and performing office management functions and coordination, including managing office supplies. The role requires preparing and maintaining contract documentation. There may be a requirement to assist with emergency support functions (ESF) in the EOC during emergencies or other related emergency duties. All other duties as assigned.

Requirements

Knowledge of English, spelling, and punctuation, in order to prepare documents, compose letters, etc.
Knowledge of office practices and procedures.
Knowledge of mathematics.
Knowledge of the unit and County's policies, procedures, and practices.
Ability to establish/maintain effective working relationships with employees and the public.
Ability to take meeting notes accurately.
Ability to communicate using speaking, hearing, and visual skills.
Ability to analyze a variety of administrative problems and make sound recommendations.
Skill in the operation of a PC, keyboard.
Four (4) years’ work experience in progressively responsible experience involving staff assistance and advanced clerical support work.
Ability to possess and maintain a valid Florida Driver’s License.
Acceptable eyesight (with or without correction).
Acceptable hearing (with or without hearing aid).
Ability to communicate both orally and in writing.
Ability to access file cabinets for filing and retrieval of data.
Ability to sit at a desk and view a display screen for extended periods of time.
Ability to enter data at a prescribed rate of speed.
Ability to type at 40 correct words per minute.

Nice To Haves

Associates degree in administration, business, or a related field preferred.

Responsibilities

Performs duties of an administrative nature and supports the work of the executive director assigned.
Secures details of specialized information, coordinating office work, and providing information regarding the services and operation of the unit.
Keeps appointment calendars and schedules appointments.
Receives, screens and refers callers to other employees.
Takes notes and minutes of conferences, meetings, and functions as required.
Prepares forms and composes letters.
Sets up and maintains specialized office files.
Files letters, reports, and related technical information.
Assembles information for others use.
Opens, prioritizes, and processes mail.
Types using PC-based word processing software and processes letters, forms, reports, schedules, manuals, booklets, requisitions, purchase orders and related paperwork.
Types information or enters data into computer containing technical terminology.
Retrieves data for reports.
Performs research and retrieval of records.
Conducts statistical comparisons of information.
Assists in the preparation and maintenance of department records.
Assists in budget preparation and monitoring.
Performs office management functions and coordination.
Manages office supplies for the department.
Prepares and maintains contract documentation.
May be required to assist with emergency support functions (ESF) in the EOC during emergencies or other related emergency duties.
All other duties as assigned.