Senior Staff Assistant

Company: Alachua County, FL
Location: Gainesville
Posted on: June 19, 2022

Job Description:

Minimum Qualifications

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. College course work will substitute for experience on a year for year basis. Thisposition requires the completion MS Word,MS Excel, Outlook, Attention to Detail, and Business Communicationwitha minimum score of "moderate knowledge". Successful completion of a criminal history background investigation is required prior to employment. Applicants within six months of meeting the minimum education/experience requirement may be considered for trainee status.

Position Summary

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.

Examples of Duties

ESSENTIAL JOB FUNCTIONS

Upon declaration of a disaster and/or emergency, employees in this classification may be required to report to work.

Exudes a positive customer service focus.

Advocates building organizational culture through aligning decisions with core values including: integrity, honesty, respect, diversity, innovation, accountability and communication.

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.

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.

NOTE: The above listed examples are intended only as illustrations of the various kinds of work performed in positions allocated to this class. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

KNOWLEDGE, SKILLS AND ABILITIES

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.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required reach and to be mobile.

The employee may occasionally move up to25 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Keywords: Alachua County, FL, Gainesville , Senior Staff Assistant, Other , Gainesville, Florida