Office Administrator to County Administration

Salary: $29.70 Hourly

Location : Vero Beach, FL

Job Type: Full Time

Job Number: 01823

Department: County Administrator

Opening Date: 11/26/2024

Closing Date: 12/16/:00 AM Eastern

Description

Welcome, we are excited you are here.

Take a peek at what our beautiful County has to offer -

OFFICE ADMINISTRATOR TO COUNTY ADMINISTRATOR:

Performs a broad range of diverse executive level assistance and administrative support to the Deputy County Administrator and Assistant County Administrator. Manages Deputy and Assistant County Administrator's calendar - schedules appointments, performs intake of visitors, and coordinates meetings. Receives and processes inquiries and/or customer concerns, refers to the appropriate department, and follows up to ensure matters are addressed/resolved. Responsible for advanced administrative work assisting the Executive Assistant to the County Administrator with daily office operation for County Administration to ensure effective and efficient operation of the County. This is an in-office position.

Essential Job Duties

• Performs a variety of complex administrative tasks associated with managing office activities.
• Ensures communication between Deputy and Assistant County Administrators, departments, elected officials, and customers (the public) is handled professionally and responsively.
• Reviews and checks records, forms and other documents for accuracy, completeness and conformance to rules and regulations.
• Maintains and monitors a suspense file/database or electronic tracking system to ensure all County Administration tasks and items are followed up in a timely manner.
• Develops and supervises the maintenance of filing systems; develops office procedures.
• Takes and prepares minutes for Senior Leadership Team Meetings, if Executive Assistant to County Administrator is not available.
• Serves as the Secondary Board of County Commission Agenda Coordinator. Utilizes the electronic agenda program and coordinates preparation of the County Commission agenda for Regular and Special Call Meetings/Workshops and ensures the agenda is posted to the County website.
• Collects information and data and compiles for reports on various assigned projects.
• Maintains a Deputy and Assistant County Administration Read File.
• Opens, screens, prioritizes, reviews and route mail.
• Reviews, screens, and responds to emails.
• Interviews visitors to the Deputy and Assistant County Administrator's office and attempts to solve problems without further referral.
• Independently reads, classifies, refers, and/or answers memos, reports, and correspondence.
• Processes purchasing requisitions and handles matters related to procurement for County Administration.
• Coordinates, documents, and processes travel for County Administration.
• Initiates and completes special projects as directed by the Deputy County Administrator or Assistant County Administrator.
• Provides advice and assistance on behalf of the Deputy and Assistant County Administrator when appropriate.
• Performs related work as requested or assigned.

Typical Requirements

Education/Experience:

An associate's degree in public or business administration, organizational management, communications, or related field from an accredited college or university. Bachelor's degree preferred.

At least two (2) years of progressively responsible experience as an administrative or executive assistant. A comparable amount of relevant training and experience may be substituted for minimum requirements.

Licenses, Certifications, or Registrations:

• Certified Administrative Professional preferred.

Knowledge, Abilities, and Skills:

Knowledge of modern office management methods and procedures to promote effective and efficient management of County Administration.

Knowledge of administrative-level support functions to support the County Administration.

Knowledge and practice of effective organization and time management skills.

Knowledge and understanding of local government operations.

Must possess excellent interpersonal and communication skills to serve others.

Ability to work in a fast-paced environment that demands sensitivity to confidential matters.

Ability to analyze and solve administrative problems and render advice and assistance.

Ability to understand and follow oral and written instructions.

Ability to work independently.

Ability to analyze information and make judgment decisions.

Must be able to comprehend, speak and write the English language.

Must possess excellent skills in the use and understanding of Microsoft Office software.

Knowledge and understanding of policies and procedures.

Ability to operate various office equipment.

Ability to maintain and update logs, files, and records with a high degree of accuracy.

Ability to prepare correspondence and reports.

Ability to record and transcribe meeting minutes.

Ability to research documents.

Ability to learn and adhere to the requirements of Florida's Sunshine Law and Public Records Law.

Supplemental Information

ENVIRONMENTAL CONDITIONS:

The successful candidate for this position can expect work to be normally performed inside an office environment.

SUPPLEMENTAL INFORMATION:

The position is considered an essential worker and is subject to being called into work in the event of a disaster, such as a hurricane, or other emergency and is expected to perform emergency support duties as assigned.

This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, Management reserves the right to modify, add or remove duties and assign other duties as necessary that are a logical assignment to the position.

JOB DESCRIPTION / ADA ACKNOWLEDGEMENT ATTESTATION

I understand that a qualified employee or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act.

I have read the job description for the above position and understand the job duties, requirements, and responsibilities for the position. I understand this position is designated as an at-will employee pursuant to the County's Administrative Policy Manual, Policy AM-202.4. I attest that I am able to perform the essential functions as outlined in the job description either with or without accommodation. I understand that if I require accommodation, I will contact the Human Resources Department to request accommodation.

If I have any questions about the job duties described in the above job description, I should discuss them with my immediate supervisor or a member of the Human Resources staff.

I have discussed any questions I may have had about this job description prior to signing this form.

Employees Signature Date

Employees Name (Please Print) Employee Number

This is an hourly position. Employees in positions budgeted for 30+ hours per week are eligible for full-time benefits. Please review our benefits handbook at