Administrative Assistant Executive Department

BASIC PURPOSE

Perform a variety of administrative duties to facilitate and support the daily activities of the CEO's Office.

ESSENTIAL FUNCTIONS



*           Setup, breakdown, and attend all Board/Board Committee meetings including regularly scheduled monthly meetings, special meetings, workshops, public hearings, and committee meetings.


* Transcribe minutes into official documents.


* Ensure Board/Committee meeting quorums are met and maintain Board attendance records.


*           Copy and distribute materials for Board/Committee meetings.


* Monitor website for meeting and board member accuracy.


* Add/Delete Board/Committee meetings in Granicus and Meeting Room Calendars.


*           Assist with processing Public Record Requests.


*           Maintain Public Records Request log and transmit for monthly website posting.


*           Sign for and process all subpoenas/summons according to established procedures.


* Oversee the tracking of paper usage for the entire organization.


*           Maintain inventory of all office supplies and food/drinks/supplies for meetings.


*           Assist other departments and outside government agencies with meeting set-up/logistics as needed.


*           Back-up for processing mail.


* Back-up when Executive Assistant/Records Manager is absent, including handling Board and Committee meetings.


*           Other duties such as filing, proofreading, copying, typing, and answering phones.

MINIMUM QUALIFICATIONS

·         Education: High school diploma or G.E.D.

with supplemental courses or training in administrative studies, business administration, or other related field.

Must be able to obtain a valid Florida Driver’s License.

·         Experience: Three years’ experience as a secretary or administrative assistant to a department head or manager.

Experience performing a variety of secretarial/ administrative duties, including the operation of standard office equipment (i.e., personal computer).

Experience taking meeting notes and transcribing into a professional document. 

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:  General office practices and administrative procedures; typing correspondence and other documents; the use of correct grammar, spelling, punctuation, and composition; and establishment and maintenance of record keeping systems and procedures.  Must possess a thorough knowledge of Microsoft Office and other standard computer software.

Skilled in: Proficient in basic mathematical computations; shorthand or other note taking technique; effective verbal communications; proper telephone etiquette; greeting the public in a courteous manner; good interpersonal, customer service, and listening skills.

Must be highly organized and detail oriented.

Must have good office management skills.

 Abilities: Establish and maintain effective working relationships wit...