Senior Executive Assistant

Job Description

Employee Benefits

• Direct Deposit, Bi-Weekly Pay Checks
• Medical, Dental, Vision
• Life Insurance
• FRS Retirement
• 10 Paid Holidays
• Paid Time Off
• Tuition Reimbursement
• Education Incentives
• Deferred Compensation Plan
• Wellness Incentives
• Employee Assistance Program (EAP)
• Free Employee Gym
• Free Employee Health Clinic

JOB TITLE: Senior Executive Assistant SOC CODE: 43-6011.00 SECTION: PG: 14 DIVISION: County Manager FLSA: Non-Exempt
Must have the physical, developmental and mental ability to perform job tasks, work efforts, responsibilities and duties of the job illustrated below:

MAJOR FUNCTION

Performs advanced administrative, clerical, and secretarial duties in support of the Deputy County Managers and direct reports. Manages office operations, coordinates schedules, and ensures efficient workflow.

ILLUSTRATIVE DUTIES

Administrative Support

• Provides executive-level administrative support to a Deputy County Manager, ensuring compliance with established office procedures and policies.
• Serves as a personal assistant, independently planning, executing, and following up on administrative tasks, meetings, and projects.
• Drafts, prepares, proofreads, types, and processes various documents, including memoranda, letters, reports, and summaries, using required software.
• Assembles and prepares Board of County Commissioners (BoCC) and Polk Regional Water Cooperative (PRWC) meeting agendas and related materials.
• Takes and transcribes dictation or meeting minutes as required.
• Manages appointment calendars, schedules meetings, and provides reminders to leadership.
• Arranges travel, secures reservations, and finalizes itineraries for Deputy County Managers and staff.
• Handles routine mail distribution and correspondence.

Fiscal and Record Management

• Enters and maintains fiscal, recordkeeping, and other data in computerized systems.
• Reviews and verifies financial statements, reports, and purchase orders for accuracy.
• Ensures compliance with fiscal policies and recordkeeping standards.

Supervisory and Training Responsibilities

• May supervise and direct the work of assigned personnel.
• Provides agenda software training to division secretaries and clerical personnel.

Public and Internal Communications

• Interacts with the public, employees, and officials, providing information and guidance based on established procedures.
• Represents the office professionally in all interactions.

KNOWLEDGE, ABILITIES AND SKILLS

• Strong knowledge of business English, punctuation, spelling, and arithmetic.
• Proficiency in office practices, procedures, and recordkeeping methods.
• Ability to work independently and manage multiple priorities effectively.
• Strong written and verbal communication skills, including the ability to draft business correspondence.
• Ability to relieve supervisors of routine administrative matters.
• Competency in mathematical calculations and data tabulation.
• Excellent interpersonal skills with the ability to interact professionally with employees, officials, and the public.
• Proficiency in using personal computers, office software, and other technology required by the work unit.
• Ability to operate, maintain, and troubleshoot office equipment.
• Typing proficiency of at least 55 correct words per minute (CWPM) with a maximum of 10 errors.
• Ability to take and transcribe dictation if required.
• Capability to oversee and direct the work of others when assigned.

MINIMUM QUALIFICATIONS

Graduation from an accredited high school or possession of an equivalent diploma.

Minimum of seven (7) years of clerical or secretarial experience, including at least two (2) years in a supervisory or lead role.

Must be proficient in word processing, spreadsheet, and other relevant software applications.

Must possess a valid driver's license and be able to obtain a valid Florida driver's license if required by the work unit.

A comparable amount of related experience and training may be substituted for the minimum qualifications.

SPECIAL REQUIREMENTS

All employees will be required to work before, during, or after an emergency. During an emergency, employees may temporarily be assigned to work and perform duties outside the normal scope of their position, location and work schedule to fit the needs of the County and its citizens.