Office of the Clerk & Comptroller is hiring: Administrative Assistant in New Por

Overview

Join to apply for the Administrative Assistant role at Office of the Clerk & Comptroller.

Veterans' Preference and Priority will be given to eligible veterans and their spouses in accordance with Chapter 295.065 and Chapter 295.07 of the Florida Statutes and Florida Administrative Code Chapter 55-A7 with respect to Veterans' Preference in appointment, retention, and promotion. Effective July 1, 2021, certain servicemembers may be eligible to receive waivers for postsecondary educational requirements.

A link to take required assessments will be emailed to you shortly after submitting your application. By applying, you agree to complete these assessments within 7 days of receiving the link. The assessment email will come from a pascoclerk.com email address. Please be sure to check your spam folder as the email may be directed there.

You are required to provide three references in your application. At least one reference must be from a current or former supervisor. If you do not have a supervisor reference (i.e., you have never worked before), you may use a teacher, coach, volunteer, or organization leader, as examples. We will not contact your references unless you are selected for an interview. References must be provided for each job application.

General Description

Highly responsible and advanced clerical, administrative position reporting directly to the Chief Operations Officer or the Chief Administrative Officer (Chief). Supports, initiates, and coordinates the administrative functions required by the Chief. Incumbent works collaboratively with and acts as back-up to the other Administrative Assistant in the department and/or the Executive Assistant to the Clerk & Comptroller (Clerk). Interacts with customers, vendors, and teammates in a fast-paced environment remaining flexible, proactive, resourceful, and efficient.

Responsibilities

• Provides administrative services to the Chief.
• Prepares draft letters in response to incoming correspondence. Drafts and edits emails, memos, correspondence, and other such materials, and prepares communications for the Chief and administration.
• Ensures effective and professional handling of incoming and outgoing correspondence, including phone, email, memos or other forms of communication. Manages incoming email for the Chief. Opens, reads, sorts, and analyzes incoming correspondence and notifies the Chief of time sensitive issues.
• Answers incoming phone calls in a polite, professional, and timely manner. Processes customer inquiries over the phone, in person, via email, and post mail.
• Refers customers to the appropriate department and provides follow-up. Screens visitors and incoming calls, directing only those individuals who cannot be assisted by Directors or other County departments to the Chief.
• Manages the Chief’s calendar, makes appointments, schedules meetings, books physical or virtual meeting rooms, prepares agendas and other materials, arranges conference calls, sends invitations and reminders as needed, prioritizes important matters, and develops, compiles, and distributes meeting materials. Coordinates schedule for Chief for in-person or virtual meetings, assembles relevant information and documents, as applicable. Organizes, coordinates, and schedules meetings as directed by Clerk or Chiefs. Accurately takes minutes during meetings as requested and distributes as needed.
• Works closely with and keeps the Chief well informed of and prepared for upcoming commitments and responsibilities, following up appropriately. Anticipates Chief’s needs in advance of meetings, events, conferences, presentations, etc.
• Maintains filing system of all documents, papers, letters, and records for the Chief and administration. Looks for ways to improve current filing systems. Files and retrieves records, documents, and reports.
• Registers Chief and approved teammates for events and conferences, managing travel and lodging arrangements as needed. Provides detailed travel itinerary to the Chief. Completes travel request forms and expense reports for the Chief. Serves as the gatekeeper for all travel requests routed through the Chief. Reviews travel documents for completeness and accuracy. Provides assistance to approved teammates on all travel-related questions and matters.
• Coordinates special projects as required or directed by the Chief or Clerk. Conducts research and analyzes information to create/complete reports, presentations, and other documents using word processing, spreadsheets, and presentation software.
• Performs minor accounting and bookkeeping duties. Maintains records of administration’s purchases, enters invoice payments and appropriate back-up documentation into the financial system for payment.
• Replenishes office supplies. Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, evaluate new office products, place orders for supplies, and verify receipt of supplies. Shops and runs errands for administration as needed.
• Attends business meetings and trainings, as required.
• Maintains customer confidence and protects operations by keeping information confidential.
• Maintains open communications with all members of the Administration department.
• Provides information pertaining to department procedures and policies. Evaluates and assists in developing department policies and procedures for improved workflow, anticipating future needs as the Office grows.
• Manages facility requests in coordination with Pasco County personnel.
• Travels to various locations to perform job duties as required to support the Chief.
• Occasionally works extended weekday or weekend hours to support the business needs of the Office.

Qualifications

• In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
• A valid Florida Driver's License is required.
• Unless otherwise noted, applicants must have a minimum of a high school diploma or possession of an accredited equivalency diploma, in addition to the direct experience required, and the ability to pass skills testing (such as typing, spelling, math, and grammar) within one (1) year. Preference is given to candidates with experience in a government entity performing similar functions.
• This position requires four (4) years of direct administrative support experience.
• A postsecondary degree may be substituted for direct work experience if a candidate is otherwise qualified for the position. Substitution of a postsecondary degree in lieu of direct experience is authorized as follows: two years of direct experience can be substituted with an associate degree; four years with a bachelor’s degree; six years with a master’s degree; seven years with a professional degree; or nine years with a doctoral degree.

Supplemental Information, Knowledge, Skills & Abilities

• Knowledge of advanced administrative and clerical procedures.
• Knowledge of or ability to obtain knowledge of the law as it pertains to county government with the ability to understand and interpret policies and procedures clearly and accurately.
• Knowledge and proficiency in Windows and Microsoft Office; familiarity with office equipment.
• Strong communication, grammar, and writing skills.
• Ability to anticipate management, administrative, and secretarial needs and to maintain confidentiality.
• Ability to manage records/files, analyze and create reports, and use presentation software.
• Ability to work in a team, handle multiple initiatives, and resolve problems using available resources.

Physical and Cognitive Demands

The work is typically sedentary, requiring sitting for long periods; may require lifting up to 10 pounds, with occasional heavier lifting as needed.

Required abilities include dexterity, hearing, mental acuity, repetitive motion, speaking, and visual acuity.

Work Environment

Work is performed indoors at office locations in Dade City and/or New Port Richey. Travel may be required for meetings or training opportunities.

Benefits typically include Health & Welfare Benefits, Paid Time Off, Holidays, Retirement, and other programs as described by the employer.

Other information: This description reflects the current job duties and qualifications and is subject to change without notice.