Senior Staff Assistant
Company: Alachua County, FL
Posted on: June 19, 2022
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
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
Work is performed under the direction of a higher level supervisor
and is reviewed through conferences, reports and observation of
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
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
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
Considerable knowledge of word processing systems and
Knowledge of effective telephone etiquette.
Skill in dealing with applicants, employees, and the general
Ability to plan and organize work and manage time effectively.
Ability to effectively supervise and coordinate the activities of
Ability to follow oral and written instructions.
Ability to write and organize correspondence.
Ability to proofread typed material and make appropriate
Ability to establish and maintain effective working
Ability to establish and maintain accurate, efficient filing
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
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