Administrative Assistant

Salary : $40,851.20 Annually

Location : Fl 32720, FL

Job Type : Full-Time

Job Number : 25-00264

Department : County Manager

Opening Date : 02 / 20 / 2025

Closing Date : Continuous

Major Functions

The County of Volusia is seeking a professional, customer service driven individual to join the County Manager's Office as an Administrative Assistant. This position provides day to day administrative support to elected county official, directors, managers, and staff.

Illustrative Duties

Note : These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.)

• Function as a secretary and / or aide to elected county official, director of a division or department performing duties which include typing documents (memos, reports, statistical tables, etc.); maintaining files; researching files and assembling documents; compiling data; answering phones and maintaining calendars; scheduling and organizing meetings; completing follow-up as needed for projects, assignments, tasks; sorting and distributing mail; editing and reviewing documents for sufficiency; monitoring and assisting with division budgets; completing standard County forms; and processing time reports and payroll.
• Prepares forms independently and composes letters for supervisor's signature. Assembles information for supervisor's use.
• Advises supervisor of important meetings and gathers background information and pertinent files for use at meeting.
• Receives and screens callers to other employees, officials or divisions as needed.
• Takes minutes of conferences, meetings and official functions as required.
• May coordinate division activities with other government offices and entities.
• May prepare agenda items which include reviewing documents for accuracy and completeness; collecting information and back-up as necessary; ensuring timely submission of items.
• May distribute agenda packets to appropriate personnel, the press, and the public.
• May make travel arrangements, process and post travel paperwork following county policies and procedures.
• May reconcile Visa purchases. May be responsible for invoice payment, division purchases and direct payment vouchers.
• Forwards messages and complaints to appropriate authority, providing background information on the item of concern.
• May be responsible for orienting Council members on policies and procedures of County day-to-day operations, i.e., fax machines, travel ordinance; which divisions handle specific tasks; county benefits information.
• May schedule Council members or directors for ribbon cutting ceremonies and similar special gatherings and respond to invitations per their wishes.
• May be expected to attend meetings and perform clerical support tasks.
• May supervise subordinate staff.
• May audit division payroll.
• May be assigned to other county locations based upon operational needs.
• Attends work on a continuous and regular basis.
• Responds to emergency situations.
• Must adhere to Federal, State, County and Local ordinances.
• Performs other duties as assigned.

Minimum Requirements

Graduation from high school or possession of a GED and five (5) years of progressively responsible executive administrative / secretarial experience, including two years as secretary to public official, high level administrator, or director of a complex organization.

Two (2) years of post-high school education may be substituted for two (2) years of the required experience.

Must possess a valid driver's license at time of hire.

Must possess and maintain a valid Florida driver's license within 30 days of hire.

Knowledge, Skills & Abilities

ADA REQUIREMENTS :

Physical Demands : Sedentary work. Ability to see, hear and speak, finger dexterity.

Environmental Demands : Inside work.

Mental Demands : Ability to read and comprehend technical and professional journals and manuals; financial reports, letters, memos, abstracts, instructions; legal documents, ordinances, and statutes Ability to write business letters, summaries. Ability to speak clearly and concisely relating information, details, and procedures to layman. Ability to perform basic mathematical functions.

Volusia County is a drug free workplace and an Equal Opportunity Employer committed to a diverse workforce. Veterans' preference is provided to qualified applicants pursuant to State law

We offer a competitive and comprehensive benefits package that includes :

HEALTH INSURANCE

RETIREMENT

SUPPLEMENTAL INSURANCE

PAID TIME OFF

HOLIDAYS

The County of Volusia observes the following holidays annually :

ADDITIONAL BENEFITS

Temporary and intermittent employees are not paid for holidays and are not eligible for benefits.

NOTE : Your response to the following supplemental questions must match the information in the work experience section on your application. If your responses do not match, your application will be deemed incomplete and will disqualify you from further consideration.

Do you possess a High School Diploma or GED?

Do you have a valid Florida driver's license?

If you answered "No" to the previous question, will you be able to obtain a Florida driver's license within 30 days of hire?

Do you have five (5) years of progressively responsible executive secretarial experience, including two years as secretary to public official, high level administrator, or director of a complex organization?

If you answered "Yes" to the previous question, please indicate the following :

1) the number of years,

2) position title

3) brief description of your experience and

4) the name of the agency / organization(s).

If you answered "No", please indicate N / A.

If you do not have five (5) years of progressively responsible executive secretarial experience as listed in Question #5, provide the equivalent combination of education (training) and experience which provides the required knowledge, skills and abilities.

Do you possess at least two (2) years of post- high school education that may be substituted for two (2) years of the required experience?

If you answered "yes" to the previous question, please indicate the degree you possess.

Are you Bilingual? If so, what language(s)? If no, indicate N / A

Have you ever worked as a temporary / lease employee for the County of Volusia?

If yes, please indicate when, position title and department / division. If no, please indicate N / A.

Where did you hear about this position?

If you answered "Other" to the previous question, please indicate which specific source.

Required Question

Salary : $40,851