Administrative Assistant Job at Government Jobs in New Port Richey

Administrative Assistant

Join our team as administrative assistant! This role involves responsible and advanced administrative work for the Transportation Engineering Department (TED), reporting to the TED Director. This position supports approximately 80 employees in Capital & Administration, Project Management, Traffic Operations, and Survey and Mapping.

Essential job functions include:

• Monitoring TED Director's email account to identify citizen concerns and assign tasks to staff for review and response.
• Maintaining TED Director's calendar and scheduling meetings and events.
• Maintaining complete confidentiality in all matters.
• Creating and monitoring completion of leadership team tasks based on direction from TED Director, board and/or administration requests, and citizen requests.
• Compiling TED leadership team meeting agendas and summary points.
• Compiling and maintaining TED and division-level standard operating procedures (SOPs).
• Facilitating, with Capital & Administration Division, implementation of a department-wide file organization system within Microsoft 365.
• Facilitating department selection of employee of the month and department nominations for annual countywide awards.
• Maintaining, with Capital & Administration Division, department internet and intranet web pages.
• Creating and distributing monthly department newsletter with input from division admin staff and Capital & Administration Division.
• Processing payroll for the Capital & Administration Division and serving as payroll backup for other TED divisions.
• Processing all TED travel documents, processes all mileage expenses, and submits for payment.
• Performing quality control of division documents requiring TED Director's approval.
• Preparing letters, memos, and forms for TED Director's signature, and distributing documents appropriately upon execution.
• Receiving and screening callers, and referring callers to other employees, officials, or departments.
• Interviewing office visitors to determine needs and issue information regarding the services or the department.
• Taking minutes of conferences, meetings, and official functions as needed.
• Assisting other clerical staff as needed.
• Performing related work as required.

Knowledge, skills, and abilities include:

• Knowledge of business English, including document types, grammar, and formatting.
• Knowledge of government office practices, including organizational systems.
• Skill in the use of Microsoft 365 to create various business documents (using Office) and to organize and store shared files (using SharePoint and/or OneDrive).
• Skill in the use of Tyler Technologies ERP for payroll.
• Skill in the use of Civic Clerk for agenda item management.
• Ability to read for comprehension and to communicate effectively both orally and in writing.
• Ability to see mistakes in content, grammar and formatting and correct them.
• Ability to see inefficiencies in file management systems and optimize them.
• Ability to identify a task from a citizen complaint and assign it to the appropriate staff.
• Ability to establish and maintain effective working relationships with leadership team members, staff, other county departments, and the public.

Minimum requirements:

Physical skills: Ability to communicate effectively using verbal, written and visual communication.

Education, training and experience: Graduation from an accredited college or university with an Associate degree and two (2) years' in secretarial and/or clerical experience OR graduation from high school or possession of an acceptable equivalency diploma and four (4) years' experience. Two (2) years' experience working extensively with Microsoft Office (Excel, Outlook, PowerPoint and Publisher) and Adobe Acrobat X Pro.

In-house employees: This position qualifies for DAP.

Licenses, certifications or registrations: Must possess valid Florida driver's license.

ADA statement: A qualified employee or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act.

Drug-free workplace: Pasco County is a drug-free workplace in accordance with Federal and Florida law.

Emergency response/recovery activities: All employees will be required to work before, during, or after an emergency. During an emergency, employees may temporarily be assigned to work and perform duties outside the normal scope of their position, location, and work schedule to fit the needs of the County and its citizens.

Veterans' preference: Under Section 295.07, F.S., Chapter SSA-7, Pasco County BCC provides to veterans, that preference in appointment will be given to preference-eligible applicants.

Pasco County was voted one of the nation's top workplaces for 2021.