What are the responsibilities and job description for the Administrative Associate position at Leon County Government?
GENERAL DESCRIPTION OF DUTIES
This is independent and confidential customer service/reception work for the Leon County Government- HSCP. Work ranges in variety from routine to complex, providing front line citizen service in person and by telephone as well as working with our Veteran's Services team. Work is performed under the general administrative supervision/coordination of the Financial Compliance and Operations Manager, receiving direction as necessary from Senior Managers within the office including Veteran's Services Manager.
NOTE:
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. The Job Description Questionnaire (JDQ) reflects a more detailed description of the position. Neither the job description nor the JDQ constitutes an employment agreement. Both are subject to change as the needs of the County and requirements of the job change.
ESSENTIAL DUTIES
Generic Duties
Administrative Assistance to the entire Office of Human Services and Community Partnership Staff.
Serves as administrative personnel Answers and routes phone calls promptly and courteously, records telephone messages, and screens calls as directed. Responds to routine questions, requests or needs. Promptly and courteously greets all visitors and refers them to appropriate staff person/department.
Provides office support. Opens, stamps, sorts, and distributes mail in a timely manner. Makes copies of documents, distributes and receives fax documents, and performs filing. Completes calendar appointment requests. Assists with planning, set up, and staffing of special events.
Exercise clerical skills (typing, software use, computer use, reproduction, copier, fax, other office machines and order and receive all supplies for the division) with little or no supervision.
Performs fiscal work: balances receipts (cash and checks daily); prepares daily collection log and deposits; and maintains collection records.
Performs administrative work: assists in budget preparation by gathering data and preparing forms; prepares monthly budgetary status reports; and processes budgetary payment forms and changes.
Compiles and effectively presents factual information on the County's programs, services, and functions to internal and external contacts. Interprets and answers general policy questions using professional judgment.
Assisting Veteran Services by printing DD214's, updating org contact lists, maintaining files from VetraSpec, sending bus pass roster to StarMetro.
OTHER IMPORTANT OR MARGINAL DUTIES
None.
DIFFICULTY
Employees in positions assigned to this class perform work tasks that involve general and specific knowledge of office and program functions and activities. Action requires selection from many known alternatives. Work involves different and unrelated processes or methods requiring close concentration. Work flow requires some planning for deadlines with resulting pressure.
RESPONSIBILITY
Supervision Received
Employee receives general supervision and assumes responsibility. Employee is presumed to know the routine work details and performance standards of the job and to perform the assigned tasks. Employee plans and arranges own work schedule under specified standard practices and refers questionable items to the immediate supervisor.
Supervision of Others
Employee in a position assigned to this class is typically non-supervisory. Employee may supervise volunteers, interns, or temporary clerical support staff.
INTERNAL AND EXTERNAL CUSTOMER CONTACT
Work involves contacts by telephone, correspondence, or personal meetings with employees in other departments or outside the County to obtain or supply factual information. Work requires tact in these contacts and the employee assumes the responsibility for harmonious relationships.
EQUIPMENT AND TOOLS USED
Tools and equipment used include, but may not be limited to computer, fax machine, telephone system, and copier.
WORK ENVIRONMENT AND PHYSICAL DEMANDS
Work primarily in a climate-controlled environment with minimal safety/health hazard potential. Work primarily indoors. Work mainly at a desk,usuall
KNOWLEDGE, SKILLS, AND ABILITIES
Demonstrates skills to effectively perform as a receptionist in a busy office, with multiple phone lines and numerous in-person contacts. Skilled in communicating clearly, effectively, tactfully, and patiently in person, on the phone, and in writing. Skilled in maintaining computerized records. Ability to initiate and follow through on assignments. Knowledge of proper formats, grammar, and spelling. Knowledge of personal computer software in a Windows environment. Knowledge of standard office machines, procedures and processes, and filing systems. Knowledge of word processing software, spreadsheet software, database software, E-mail software and Phone Systems
MINIMUM QUALIFICATIONS
Requires a high school diploma and one year of secretarial, clerical, or accounting experience and data entry or computer experience; or an equivalent combination of training and experience.
All Leon County employees (regular full-time and part-time, OPS, and PRN) are required to work before, during and after a Declared Local State of Emergency (DLSOE). Participation is considered a condition of employment.
Selection Guidelines:
Formal application, rating of education and experience; oral interview and reference check.
FLSA STATUS: Non-Exempt. This job does not meet any of the three exemptions because work is clerical in nature and involve the application of standard practices and procedures.
Revision History: August 30,2024.
This is independent and confidential customer service/reception work for the Leon County Government- HSCP. Work ranges in variety from routine to complex, providing front line citizen service in person and by telephone as well as working with our Veteran's Services team. Work is performed under the general administrative supervision/coordination of the Financial Compliance and Operations Manager, receiving direction as necessary from Senior Managers within the office including Veteran's Services Manager.
NOTE:
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. The Job Description Questionnaire (JDQ) reflects a more detailed description of the position. Neither the job description nor the JDQ constitutes an employment agreement. Both are subject to change as the needs of the County and requirements of the job change.
ESSENTIAL DUTIES
Generic Duties
Administrative Assistance to the entire Office of Human Services and Community Partnership Staff.
Serves as administrative personnel Answers and routes phone calls promptly and courteously, records telephone messages, and screens calls as directed. Responds to routine questions, requests or needs. Promptly and courteously greets all visitors and refers them to appropriate staff person/department.
Provides office support. Opens, stamps, sorts, and distributes mail in a timely manner. Makes copies of documents, distributes and receives fax documents, and performs filing. Completes calendar appointment requests. Assists with planning, set up, and staffing of special events.
Exercise clerical skills (typing, software use, computer use, reproduction, copier, fax, other office machines and order and receive all supplies for the division) with little or no supervision.
Performs fiscal work: balances receipts (cash and checks daily); prepares daily collection log and deposits; and maintains collection records.
Performs administrative work: assists in budget preparation by gathering data and preparing forms; prepares monthly budgetary status reports; and processes budgetary payment forms and changes.
Compiles and effectively presents factual information on the County's programs, services, and functions to internal and external contacts. Interprets and answers general policy questions using professional judgment.
Assisting Veteran Services by printing DD214's, updating org contact lists, maintaining files from VetraSpec, sending bus pass roster to StarMetro.
OTHER IMPORTANT OR MARGINAL DUTIES
None.
DIFFICULTY
Employees in positions assigned to this class perform work tasks that involve general and specific knowledge of office and program functions and activities. Action requires selection from many known alternatives. Work involves different and unrelated processes or methods requiring close concentration. Work flow requires some planning for deadlines with resulting pressure.
RESPONSIBILITY
Supervision Received
Employee receives general supervision and assumes responsibility. Employee is presumed to know the routine work details and performance standards of the job and to perform the assigned tasks. Employee plans and arranges own work schedule under specified standard practices and refers questionable items to the immediate supervisor.
Supervision of Others
Employee in a position assigned to this class is typically non-supervisory. Employee may supervise volunteers, interns, or temporary clerical support staff.
INTERNAL AND EXTERNAL CUSTOMER CONTACT
Work involves contacts by telephone, correspondence, or personal meetings with employees in other departments or outside the County to obtain or supply factual information. Work requires tact in these contacts and the employee assumes the responsibility for harmonious relationships.
EQUIPMENT AND TOOLS USED
Tools and equipment used include, but may not be limited to computer, fax machine, telephone system, and copier.
WORK ENVIRONMENT AND PHYSICAL DEMANDS
Work primarily in a climate-controlled environment with minimal safety/health hazard potential. Work primarily indoors. Work mainly at a desk,usuall
KNOWLEDGE, SKILLS, AND ABILITIES
Demonstrates skills to effectively perform as a receptionist in a busy office, with multiple phone lines and numerous in-person contacts. Skilled in communicating clearly, effectively, tactfully, and patiently in person, on the phone, and in writing. Skilled in maintaining computerized records. Ability to initiate and follow through on assignments. Knowledge of proper formats, grammar, and spelling. Knowledge of personal computer software in a Windows environment. Knowledge of standard office machines, procedures and processes, and filing systems. Knowledge of word processing software, spreadsheet software, database software, E-mail software and Phone Systems
MINIMUM QUALIFICATIONS
Requires a high school diploma and one year of secretarial, clerical, or accounting experience and data entry or computer experience; or an equivalent combination of training and experience.
All Leon County employees (regular full-time and part-time, OPS, and PRN) are required to work before, during and after a Declared Local State of Emergency (DLSOE). Participation is considered a condition of employment.
Selection Guidelines:
Formal application, rating of education and experience; oral interview and reference check.
FLSA STATUS: Non-Exempt. This job does not meet any of the three exemptions because work is clerical in nature and involve the application of standard practices and procedures.
Revision History: August 30,2024.
Salary : $34,757 - $57,346
