Administrative Assistant

Administrative Assistant

Administrative and secretarial work in support of high-level management officials. Technical and administrative assistance in support of the Business Office, Budget Division Manager, and staff.

Salary will be determined depending on qualifications of candidates who exceed the minimum requirements as outlined within the job description. Additional compensation based on licensure.

Essential Functions

Compiles, computes, and maintains departmental payroll, attendance, and other records.

Prepares and submits paperwork for actions concerning Resource Management personnel.

Prepares correspondence and other documents necessary to support the Department Director.

Reviews various types of paperwork to ensure proper completion.

Answers phone and responds to inquiries in a professional and courteous manner.

Evaluates situations, researches, and resolves internal and external customer service issues.

Composes, types, proofs, and generates reports and forms; delivers mail; schedules meetings; prepares and distributes materials; maintains electronic and hard copy records as needed.

Prepares purchase orders, change orders and reviews invoices; processes and verifies invoices for payment, along with monitoring of budget expenses.

Assists in the preparation and verification of financial reports and publications in support of the Budget Division.

Conducts research for completion of special projects and work assignments which may be of a confidential nature.

Keeps and maintains confidential information.

Coordinates office functions, events, special projects, inventory checks, computer leasing, and new employee onboarding tasks.

Purchase office supplies and other items, as requested.

Responsible for maintaining organization and appearance in common areas of the department.

Maintain professional working relationships across various departments, agencies, and with the public.

Performs other related work as required. In the event of an emergency, all employees are considered essential personnel and may be required to perform alternate duties.

Minimum Qualifications

High school diploma or GED and two (2) years of experience with extensive public contact and / or administrative responsibilities is required. AA degree is preferred.

A comparable amount of education, training, or experience may be substituted for the minimum qualifications.

Additional Requirements

Ability to type 35 words per minute.

Knowledge of Business English, spelling, punctuation, and arithmetic along with modern office practices and procedures, including record keeping methods.

Must be able to compose effective and accurate correspondence along with ability to meet and work effectively with internal and external customers. Must be able to communicate and direct well orally and in writing.

Knowledge of personal computer and general office equipment such as fax, scanner, copier, and printers are requested.

May be required to maintain a valid Florida Driver's License.

Knowledge of Microsoft Word, Excel, Outlook, Zoom, Teams, and other related software is required to maintain productivity.

Ability to run and interpret reports in web-based accounting software for financial analysis and reporting preferred.

Ability to perform advanced functions in Excel including lookups and pivot tables preferred.

Exceptional organizational skills.