What are the responsibilities and job description for the Grounds Maintenance - Office Assistant position at Clay County?
Clay County - Small Towns. Big Passions.
Pay:
$16.53 - $19.84
The Office Assistant, under the direction of the Grounds & Maintenance Director, is responsible for overseeing the administrative and budgetary functions of the department, ensuring alignment with the County’s business objectives. This role involves handling complex administrative tasks and providing direct support to the Director. The Office Assistant ensures the efficient operation of the department through organization and attention to detail.
Essential Duties and Responsibilities:
- Provide direct executive administrative support to the Grounds & Maintenance Director.
- Initiate and manage administrative activities and processes for the department.
- Answer and direct phone calls.
- Organize and schedule appointments.
- Write and distribute email, correspondence memos, letter, faxes and forms.
- Assist in the preparation of regularly scheduled reports.
- Develop and maintain a filing system.
- Update and maintain office policies and procedures.
- Maintain the departments contact list.
- Book travel arrangements as necessary.
- Order department office supplies.
- Submit and reconcile expense reports.
- Receives and directs visitors and telephone calls and provides department information. Responds to inquiries and provides referrals to appropriate staff
- Performs a variety of clerical duties of a routine and recurring nature, including typing memos, filing, deposits and preparing purchasing documents
- Conducts research, initiates purchase orders; works with suppliers/vendors to obtain quotes for goods and services
- Uses computer-based software and programs to track revenues and expenditures within the Department’s budget
- Carries out office management functions i.e., coordinating Department schedules, maintaining and updating Department calendars, coordinating activities and details for Department meetings
- Collects, selects, classifies and compiles data from several sources and creates graphs, tables, and other illustrative materials. Prepares and copies summary reports as required
- In case of emergency or crisis situation (hurricane, flood, etc.) position is required to respond/perform emergency and recovery duties as assigned by the County Manager or designee.
- During an emergency or crisis situation, this position may be required to be present at the Emergency Operation Center (EOC) to provide assistance while activated.
- Performs other duties as assigned.
Minimum Requirements:
- Minimum of at least three (3) years experience in administrative and/or varied office procedures
- Associate degree in Public or Business Administration or another related field preferred
- Proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint, etc.)
- A valid Florida Driver’s License with a clean driving history
- Any combination of education and experience may be substituted, so long as it provides the desired skills, knowledge, and abilities to perform the essential functions of the job.
Supplemental Information:
Must have the ability to work independently with little or supervision; knowledge and implementation of office practices and procedures.
Must be capable of researching, composing and typing correspondence, and other official documentation.
Ability to establish and maintain effective working relationships with multiple departments, groups and personnel.
Ability to effectively communicate verbally and in writing with employees, the general public, as well as representatives of the public and private organizations to exchange or convey information.
Ability to work under steady pressure with frequent interruptions and a high degree of internal and public contact by phone or in person.
Ability to exercise judgment, decisiveness and creativity in situations involving broader aspects of organizational programs and operations.
Employees may be required to perform duties, including the employee’s normal work function or other emergency support functions as deemed necessary by the County, as assigned before, during, and after hazardous weather or state of local emergency.
While requirements may be representative of minimum levels of knowledge, skills and abilities to perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently.
This job description in no way implies that these are the only duties to be performed. Employees occupying the position will be required to follow any other job-related instructions and to perform any other job-related duties as requested by their supervisor.
Must be able to remain in a stationary position 70% of the time.
The person in this position needs to be able to frequently move about the office to access files, personnel, office machinery, etc.
Constantly operates a computer and other office productivity machinery, such as a calculator, telephone, copy machine, and printer.
Frequently moves boxes and/or files weighing up to 10 pounds.
The position usually operates in an indoor office environment potentially exposing the employee to dust. Some travel is required (less than 10%) potentially exposing the employee to extreme temperatures, excessive humidity, and inclement weather to facilitate presentations to community groups and organizations in various locations as requested.
Salary : $17 - $20
