Administrative Assistant- Council Support
GovernmentJobs.com, Deland, FL, United States
Administrative Assistant
The County of Volusia is seeking an Administrative Assistant for the Administration and Operations Division in the Growth and Resource Management Department. This position is located in DeLand, Florida, and will be responsible for work coordinating administrative processes in support of a large, complex, multi-functional department. Work is performed with a high degree of accuracy without direct, daily supervision, including public record requests, purchasing, and assistance with budget preparation. The candidate must be detail-oriented, possess excellent customer service skills, and be comfortable with the use of technology, including Microsoft Word and Excel. NOTE: Candidates will be required to complete a skills test.
Performs specialized administrative and clerical work in support of the operations manager and director of a large, complex department. Performs research, compiles data, and assembles documents. Processes public records requests. Provides front-line customer service at the Growth and Resource Management Department lobby. Answers phones and assist customers with department needs and requests. Forwards messages and complaints to appropriate authority, providing background information on the item of concern. Receives and screens callers to manager, director, other employees, officials, or departments as needed. Functions as an aide to the operations manager. Relieves the operations manager of minor administrative details. Tracks deadlines and completes follow-up as needed for projects, assignments, and tasks. Makes purchases, processes invoices and other purchasing-related documents, and reconciles Visa charges. Monitors and assists with preparation of department budgets. Sorts and distributes mail. Maintains and monitors calendars. Schedules and organizes meetings. Completes standard County forms. Creates documents (memos, reports, statistical tables, etc.). Edits and reviews documents for sufficiency. Maintains files. Updates procedural manuals. Prepares forms independently and composes letters for supervisor's signature. Assembles information for supervisor's use. Advises supervisor of important meetings and gathers background information and pertinent files for use at meetings. Attends meetings and performs clerical support tasks. Takes minutes of conferences, meetings, and official functions as required. Coordinates department activities with other government offices and entities. Assists with the hiring of department staff. May serve as an office manager to include hiring, reviewing subordinates' work, ensuring consistency with established procedures and standards, etc. May supervise subordinate staff, including temporary staff. Submits time sheets to ensure leased employees are paid. May perform tasks delegated by supervisor that may require discretion and judgment. Maintains confidentiality. May make travel arrangements and process travel paperwork following County policies and procedures. May be assigned to other county locations based upon operational needs. Attends work on a regular and consistent basis. Must adhere to federal, state, county, and local ordinances. Responds to emergency situations. Performs other duties as assigned.
Graduation from high school or possession of a GED and five (5) years of progressively responsible executive administrative/secretarial and/or similar type of clerical experience providing staff support to a department, division, director of a complex organization, or similar. A comparable amount of education, training, or experience may be substituted for the minimum qualifications. Two (2) years of post-high school education may be substituted for two (20 years of the required experience. A preferred candidate will have at least one (1) year of experience in accounting, purchasing, and budget preparation; one (1) year of customer service experience; one (1) year of experience with Microsoft Word and Excel; will have excellent attention to detail; and will have a desire to elevate the Growth and Resource Management Department. Will be required to complete a skills test. Must possess and maintain a driver's license at time of hire. Must obtain a valid Florida driver's license within 30 days of hire and maintain thereafter.
Knowledge of department operations and functions, plus knowledge of other departments within the organization. Knowledge of modern office practices and procedures, business English, grammar, spelling, and commercial arithmetic. Knowledge of the principles and practices of business and public administration. Knowledge of modern office equipment and technology. Knowledge of research techniques. Knowledge of basic principles of accounting and budgeting. Ability to perform office management functions with a minimum of supervision. Ability to interact effectively with the general public and others. Ability to express ideas and communicate clearly and concisely to groups and individuals both orally and in writing. Ability to establish and maintain positive, effective working relationships with other employees. Ability to exercise judgment and discretion in applying and interpreting policies and procedures. Ability to initiate and install administrative programs and procedures and to evaluate their effectiveness. Ability to prepare effective correspondence on moderately sensitive matters. Ability to follow instructions with attention to detail. Ability to work under stressful conditions. Ability to supervise the work of other employees. Ability to respond to emergency situations. May require skills in taking and transcribing minutes. Must be able to relocate to other county locations based upon operational needs.
We offer a competitive and comprehensive benefits package that includes: HEALTH INSURANCE (Medical, Dental, Vision, Flexible Spending Account) RETIREMENT (Florida Retirement System (FRS), Deferred Retirement Option Program (DROP), Deferred Compensation (475 Plan)) SUPPLEMENTAL INSURANCE (Life Insurance, Short Term Disability Insurance, Long Term Disability Insurance, Cancer Insurance, Critical Illness Insurance) PAID TIME OFF (Personal Leave, Holidays, Bereavement, Military) HOLIDAYS The County of Volusia observes the following holidays annually: New Year's Day, Martin Luther King Day, Good Friday, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving (and day after), Christmas ADDITIONAL BENEFITS (Tuition Reimbursement, Onsite Wellness/Fitness Center, Computer Purchase Program, Direct Deposit Payroll) Temporary and intermittent employees are not paid for holidays and are not eligible for benefits.
The County of Volusia is seeking an Administrative Assistant for the Administration and Operations Division in the Growth and Resource Management Department. This position is located in DeLand, Florida, and will be responsible for work coordinating administrative processes in support of a large, complex, multi-functional department. Work is performed with a high degree of accuracy without direct, daily supervision, including public record requests, purchasing, and assistance with budget preparation. The candidate must be detail-oriented, possess excellent customer service skills, and be comfortable with the use of technology, including Microsoft Word and Excel. NOTE: Candidates will be required to complete a skills test.
Performs specialized administrative and clerical work in support of the operations manager and director of a large, complex department. Performs research, compiles data, and assembles documents. Processes public records requests. Provides front-line customer service at the Growth and Resource Management Department lobby. Answers phones and assist customers with department needs and requests. Forwards messages and complaints to appropriate authority, providing background information on the item of concern. Receives and screens callers to manager, director, other employees, officials, or departments as needed. Functions as an aide to the operations manager. Relieves the operations manager of minor administrative details. Tracks deadlines and completes follow-up as needed for projects, assignments, and tasks. Makes purchases, processes invoices and other purchasing-related documents, and reconciles Visa charges. Monitors and assists with preparation of department budgets. Sorts and distributes mail. Maintains and monitors calendars. Schedules and organizes meetings. Completes standard County forms. Creates documents (memos, reports, statistical tables, etc.). Edits and reviews documents for sufficiency. Maintains files. Updates procedural manuals. Prepares forms independently and composes letters for supervisor's signature. Assembles information for supervisor's use. Advises supervisor of important meetings and gathers background information and pertinent files for use at meetings. Attends meetings and performs clerical support tasks. Takes minutes of conferences, meetings, and official functions as required. Coordinates department activities with other government offices and entities. Assists with the hiring of department staff. May serve as an office manager to include hiring, reviewing subordinates' work, ensuring consistency with established procedures and standards, etc. May supervise subordinate staff, including temporary staff. Submits time sheets to ensure leased employees are paid. May perform tasks delegated by supervisor that may require discretion and judgment. Maintains confidentiality. May make travel arrangements and process travel paperwork following County policies and procedures. May be assigned to other county locations based upon operational needs. Attends work on a regular and consistent basis. Must adhere to federal, state, county, and local ordinances. Responds to emergency situations. Performs other duties as assigned.
Graduation from high school or possession of a GED and five (5) years of progressively responsible executive administrative/secretarial and/or similar type of clerical experience providing staff support to a department, division, director of a complex organization, or similar. A comparable amount of education, training, or experience may be substituted for the minimum qualifications. Two (2) years of post-high school education may be substituted for two (20 years of the required experience. A preferred candidate will have at least one (1) year of experience in accounting, purchasing, and budget preparation; one (1) year of customer service experience; one (1) year of experience with Microsoft Word and Excel; will have excellent attention to detail; and will have a desire to elevate the Growth and Resource Management Department. Will be required to complete a skills test. Must possess and maintain a driver's license at time of hire. Must obtain a valid Florida driver's license within 30 days of hire and maintain thereafter.
Knowledge of department operations and functions, plus knowledge of other departments within the organization. Knowledge of modern office practices and procedures, business English, grammar, spelling, and commercial arithmetic. Knowledge of the principles and practices of business and public administration. Knowledge of modern office equipment and technology. Knowledge of research techniques. Knowledge of basic principles of accounting and budgeting. Ability to perform office management functions with a minimum of supervision. Ability to interact effectively with the general public and others. Ability to express ideas and communicate clearly and concisely to groups and individuals both orally and in writing. Ability to establish and maintain positive, effective working relationships with other employees. Ability to exercise judgment and discretion in applying and interpreting policies and procedures. Ability to initiate and install administrative programs and procedures and to evaluate their effectiveness. Ability to prepare effective correspondence on moderately sensitive matters. Ability to follow instructions with attention to detail. Ability to work under stressful conditions. Ability to supervise the work of other employees. Ability to respond to emergency situations. May require skills in taking and transcribing minutes. Must be able to relocate to other county locations based upon operational needs.
We offer a competitive and comprehensive benefits package that includes: HEALTH INSURANCE (Medical, Dental, Vision, Flexible Spending Account) RETIREMENT (Florida Retirement System (FRS), Deferred Retirement Option Program (DROP), Deferred Compensation (475 Plan)) SUPPLEMENTAL INSURANCE (Life Insurance, Short Term Disability Insurance, Long Term Disability Insurance, Cancer Insurance, Critical Illness Insurance) PAID TIME OFF (Personal Leave, Holidays, Bereavement, Military) HOLIDAYS The County of Volusia observes the following holidays annually: New Year's Day, Martin Luther King Day, Good Friday, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving (and day after), Christmas ADDITIONAL BENEFITS (Tuition Reimbursement, Onsite Wellness/Fitness Center, Computer Purchase Program, Direct Deposit Payroll) Temporary and intermittent employees are not paid for holidays and are not eligible for benefits.