Executive Staff Assistant - Commissioners Office

Job TitleThis is highly specialized and complex office work performing office and administrative duties of wide variety and scope for the Alachua County Board of County Commissioners (BoCC) and the County Manager's Office.Minimum QualificationsGraduation from high school or equivalent, and three years of general office/clerical and/or customer service experience; or any equivalent combination of related training and experience. Applicants within six months of meeting the minimum education/experience requirement may be considered for trainee status. – Only applicants who meet the minimum qualifications and submit the required skills testing scores will be referred to the next step in the recruitment for this position. This position requires a passing score on the following County's skills assessment tests: Microsoft Excel, Microsoft Word, and Microsoft PowerPoint with a minimum score of moderate knowledge and TYPING with minimum correct words of 35 wpm. Please ensure the testing is done for Alachua County. The assessment tests can be taken in person or online/remotely through the CareerSource North Central Florida. The applicant must contact CareerSource North Central Florida at: to arrange testing. Passing scores must be received by the Human Resources Office via email at no later than five business days after the posting closes. CareerSource North Central Florida is not responsible for submitting test scores to the Alachua County Human Resources Office. All scores are valid only for a period of 2 years from the date of testing.

Successful completion of all applicable background checks pre-hire and ongoing are required.Position SummaryThis is an emergency essential classification. Upon declaration of a disaster and/or emergency, all employees in this classification are required to work. Exudes a positive customer service focus. Advocates building organizational culture through aligning decisions with core values including: integrity, honesty, respect, diversity, innovation, accountability and communication.Examples Of DutiesEssential job functions include: assisting in reviewing complaints or requests for services from the general public or other County departments; preparing responses to requests; providing background information to supervisor to aid in responding to request; serving as a gate-keeper, referring citizens to the responsible Deputy/Assistant County Manager before elevating inquiries to the County Manager; establishing and maintaining electronic and hard copy filing systems; classifying and coding materials for filing or data entry; locating and retrieving files and running reports as required; preparing correspondence, reports, and forms; taking and transcribing minutes; opening, sorting and distributing incoming office/departmental mail; collecting, sealing and stamping outgoing mail; ensuring that notices, memoranda, directives and related material are properly distributed; preparing and maintaining office policy and procedure manuals; responsible to publicly notice Commission and Advisory Board meetings; providing excellent internal and external customer service; answering and directing phone calls, issues and receiving documents; maintaining calendars, and making reservations for the County Manager, Deputy County Manager, Assistant County Managers and/or the Board of County Commissioners; may process travel requests; make travel arrangements; process reimbursements for travel; may coordinate the preparation of routine/non-routine correspondence of a complex and/or sensitive nature on behalf of the County Manager's Office and/or the Board of County Commissioners; may provide backup coverage for the main reception area for the BoCC and/or the County Manager's Office; maintains, orders and inventories office supplies; may process requests for proclamations; corresponding with the requestor, and preparing for signatures and presentation; maintains Local/State/Federal governmental contacts database; compiles documents for public record requests; may assist with fiscal duties; responsible for scheduling conference rooms; coordinates with Facilities to set up room, if necessary. Performs the duties listed, as well as those assigned, with professionalism and a sense of urgency.Knowledge, skills and abilities include: considerable knowledge of office practices and procedures; considerable knowledge of vocabulary, grammar, spelling and punctuation in order to prepare and edit typed material; considerable knowledge of established office standard operating procedures; considerable knowledge of personal computing including word processing, spreadsheet and database software; calculator, telephone, copy machine; and fax machine. Knowledge of effective telephone etiquette. Skill in dealing with employees and the general public. Ability to plan and organize work and manage time effectively. Ability to follow oral and written instructions. Ability to write and organize correspondence.

Ability to proofread typed material and make appropriate corrections. Ability to establish and maintain effective working relationships. Ability to establish and maintain accurate, efficient filing systems. Ability to work independently on multiple tasks and projects; ability to prioritize tasks. Ability to write and organize reports and memoranda.Physical demands include: while performing the duties of this job, the employee is regularly required to sit, talk and hear. The employee is occasionally required to reach and be mobile. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus associated with the constant use of computer monitors. The work environment is usually moderate with a noise level.BenefitsThe organization offers a competitive benefit program including: medical/health insurance, employee life insurance, Florida Retirement System, employee assistance program, dental insurance, vision insurance, supplemental & dependent life insurance, deferred retirement program, flexible spending accounts, Roth IRA, and tuition assistance program. For detailed information regarding available benefits, click here. You may also view Frequently Asked Questions (FAQs) regarding benefits.The Florida Retirement System is a retirement plan designed to provide an income to a vested employee and his/her family when the employee retires, becomes partially or totally disabled, or dies prior to retirement.

A defined benefit or defined contribution option may be chosen by the employee. Permanent, full-time employees are eligible for educational assistance funds. Contact the Human Resources Office for program details.Holidays are as follows: New Years Day, Martin Luther King Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans' Day, Thanksgiving Day, Friday following Thanksgiving, Christmas Eve (IAFF*), Christmas Day, Additional Christmas Holiday (All non-IAFF employees), 2 Floating Holidays (All non- IAFF employees). Pay periods are every two weeks, Monday through Sunday. Payday is Friday. International Association of Firefighters follow the General Contract 7k regarding holidays. Vacation leave is generous with payout of unused accrued leave, with some restrictions. Sick leave is earned at a rate of 4 hours per pay period by all permanent, full-time employees*. At the end of each fiscal year, eligible employees can convert up to 10 days of accrued sick leave to vacation leave on a 2:1 basis. *Accruals slightly different for IAFF employee.