Executive Staff Assistant- Pending Board Approval

Graduation from high school or equivalent, and three years general office/clerical and/or customer service experience; or any equivalent combination of related training and experience. College course work will substitute for experience on a year for year basis. Must be able to type at a rate of 35 correct words per minute as required by the position. Applicants within six months of meeting the minimum education/experience requirement may be considered for trainee status.

This 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.

An employee assigned to this classification is expected to make decisions and act independently in accordance with established office policies and procedures. Supervisor may review non-routine decisions.

Work is performed under the direction of a higher level supervisor and is reviewed through conferences, reports and observation of results obtained.

Assists in reviewing complaints or requests for services from the general public or other County departments. Prepares responses to requests; provides background information to supervisor to aid in responding to request.

Serves as a gate-keeper, referring citizens to the responsible Deputy/Assistant County Manager before elevating inquiries to the County Manager.

Establishes and maintains electronic and hard copy filing systems; classifies and codes materials for filing or data entry; locates and retrieves files and runs reports as required.

Prepares correspondence, reports, and forms. Takes and transcribes minutes.

Opens, sorts and distributes incoming office/departmental mail; collects, seals and stamps outgoing mail.

Ensures that notices, memoranda, directives and related material are properly distributed.

Prepares and maintains office policy and procedure manuals.

Responsible to publicly notice Commission and Advisory Board meetings.

Provides excellent internal and external customer service.

Answers and directs phone calls, issues and receives documents.

Maintains calendars, and makes 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.

NOTE: The above listed examples are intended only as illustrations of the various kinds of work performed in positions allocated to this class. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

KNOWLEDGE, SKILLS AND ABILITIES

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: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.