Job Specifications:
Administrative work performed for a Department Director. Work involves performing various administrative, office management, and supervisory functions to relieve superior of operational details.


Nature of Work:
Employee in this position acts as a liaison between the Department Director and staff in order to maximize efficiency and effectiveness. Work includes independently preparing correspondence, taking dictation and transcribing notes in typewritten form. Work also includes considerable public contact in giving information and receiving complaints. Considerable tact and courtesy are required in public contact work. The employee must exercise independent judgment and initiative in completing assignments and in resolving minor office operational problems. Work is performed under the general supervision of Department Director.

Illustrative Tasks:

Serves as Assistant/Administrative Aide to a Department Director and acts as Liaison between Department Director and staff in order to maximize efficiency/effectiveness of Department operations. Interacts with the public, County staff/officials, and staff from other governmental entities.

Prepares a variety of spreadsheets, correspondence, notifications, forms, meeting minutes, and related documents in order to communicate information to staff and/or the public. Assists Director with incoming/outgoing communications (mail, e-mail, etc.) in order to ensure timely response to requests.

Performs word processing and advance clerical work involving complex work methods and issues related to the tax roll.

Composes/prepares a variety of correspondence, notifications, forms, meeting minutes, and related documents in order to communicate information to staff and/or the public. Proofreads correspondence, printouts, summary reports.

Creates, updates, and maintains a variety of databases/spreadsheets in order to facilitate information recording, storage and retrieval and/or track activity/volume of work.

Handles timesheets and input for payroll process. Receives call in from departmental employees relating to absences from work and informs appropriate management.

Researches information from a wide variety of internal and external sources for use by Director.

Processes and distributes department's incoming and outgoing mail.

Schedules/offers input in a variety of meetings in order to communicate information to staff. Schedules rooms in order to ensure space is available for a variety of meetings, conferences, and/or workshops.

Resolves a variety of problems/issues from staff and/or the public in order to maximize the efficiency / effectiveness of office operation and/or service provided.

Maintains records of correspondence, documents, requests received, and other such materials in order to provide documentation of activities and comply with Department/State records management, and Department operating policies and procedures.

Develops/assists with implementation of Department policies and procedures ensuring staff members fully understand set policies/procedures.

Files a variety of correspondence, documents, requests received, and other forms/ materials in order to provide documentation of activities and comply with Department records management, and department operating policies and procedures. Follows up a variety of special assignments, projects, and related matters in order to ensure assignments, projects, etc. are completed in a timely manner and/or by established deadline.

Assists various departments within organization ensuring operational needs of office are met.

Maintains ongoing schedule of employee events (i.e. meetings, classes, leaves of absence) ensuring proper coverage to meet departmental needs.

Performs related work as required.

Knowledge of the rules, regulations, procedures and functions of the Department. Knowledge of Florida Department of Revenue guidelines relating to Department. Knowledge of simple data processing and transmission principles utilized in computerized information systems. Knowledge of business English, spelling and mathematics. Knowledge of established policies and guidelines regarding confidentiality of information. Knowledge of the chain of command in the organization. Knowledge of established customer service policies, procedures, and techniques.

Ability to operate a personal computer to prepare a variety of correspondence, notices, schedules, and related materials using a variety of software/applications. Ability to perform assignments without specific instructions and to perform continuing assignments independently. Ability to evaluate data/information and make decisions in accordance with established policies, procedures, and guidelines. Ability to understand and follow oral and written instructions. Ability to read and decipher data on source documents to be entered. Ability to work with considerable independence. Ability to multi-task. Ability to prioritize work activities for self and department. Ability to learn assigned clerical tasks readily and to adhere to prescribed routine. Ability to deal effectively with the public, staff of other county offices, co-workers and County Officials. Ability to enter data into a variety of spreadsheet/database applications. Ability to sort/file materials alphabetically, chronologically, and numerically. Ability to identify errors in account numbers, dates, amounts or related information.

Skillful in the operation of standard office equipment; telephone, personal computer, calculator, typewriter, copy machine, microfiche reader/printer, micro image terminal, and fax machine.

Minimum Qualifications:

High school diploma or GED.

Certification:

Pass IAAO "Course 101" within two years of hire/promotion date.

Three years administrative/support work involving some spreadsheet/database maintenance; and/or supervisory experience or any equivalent combination of relevant training and experience.

Note:
The following duties are not to be construed as exclusive or all-inclusive; other duties may be required or assigned as necessary.