Commissioner Assistant

Administrative Assistant

Indian River County Board of County Commissioners

$25.65 Hourly

Vero Beach, FL

Full Time

Job Number : 02101

Department : BCC Operations

Opening Date : 10 / 03 / 2025

Closing Date : Continuous

Description

Welcome, we are excited you are here. Take a peek at what our beautiful County has to offer Indian River County. Performs a broad range of diverse administrative duties requiring detailed knowledge of complex office procedures. Provides professional administrative functions in support of the County Commissioner's goals, objectives, and plans as well as the overall operations of the Board of County Commission's office. Interacts in a professional manner with constituents of the Board Members by telephone, email, or in-person with customer service excellence as the standard. This is an in-office position.

Essential Job Duties

• Monitors and maintains Commissioners' schedules and email to coordinate with other County departments, agencies, and constituents on various issues.
• Answers incoming calls from internal and external callers on behalf of the Board of County Commissioners (BoCC). Acts in a diplomatic and courteous manner. Provides information, takes messages and refers inquiries to the proper person or office.
• Manages schedules / calendars and contact lists for members of the BoCC.
• Serves as recording secretary for assigned committee(s).
• Coordinates and schedules meetings and functions; prepares agendas, invites and tracks attendees, reserves meeting space and takes minutes as required.
• Prepares confidential and sensitive material / documentation for meetings, workshops and presentations.
• Develops general correspondence including but not limited to letters, memos, charts, tables, graphs, meeting minutes and business plans. Proofreads for spelling, grammar and layout; ensures accuracy and clarity of final copy.
• Performs a variety of administrative duties to include sorting and distributing mail, copying, filing, faxing, scanning, entering data, etc.
• Coordinates travel accommodations. Assists in the preparation of travel reimbursement forms and per diem.
• Maintains committee membership database, tracks and monitors vacancies, posts advertisements, coordinates the recruitment process and provides related support.
• Maintains the BoCC office environment and appearance, to include work area / cubicle, storage areas, conference room and hearing room.
• Serves as back-up for other administrative staff; receives, answers, and directs incoming phone calls, emails, and walk-in visitors.
• Performs other duties as required.

Typical Requirements

Education and Experience : High school diploma / GED supplemented by five years of progressively responsible experience performing a variety of administrative duties. An associate's degree may be substituted for two years of the experience requirement.

Licenses, Certifications & Registrations : None.

Knowledge, Abilities and Skills : Must possess good interpersonal and communication skills in order to serve others. Must be able to comprehend, speak and write the English language. Must be able to operate a computer using Microsoft Office software. Knowledge of office 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. Knowledge and practice of organizational and time management skills. Ability to understand and follow oral and written instructions and work independently. Ability to analyze information and make judgment decisions. Ability to learn and adhere to the requirements of Sunshine Law.

Supplemental Information

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

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.

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 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.