What are the responsibilities and job description for the Sr. Administrative Associate position at Leon County Government?
GENERAL DESCRIPTION OF DUTIES
Assists the Engineering Division with the development, coordination, implementation and monitoring of Divisional goals and objectives. Providing professional and exemplary customer service while performing a wide variety of complex operational and support tasks.
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
Develop and monitor database tracking program. This includes all sheets relevant in the database program.
Recording all project transactions into the database program.
Request Purchase Orders from the Purchasing office to encumber the funds for goods and services. Collect and provide pertinent information to Purchasing to establish a vendor number if one is needed.
Review / Prepare / Process Invoices for payment with Finance for Engineering and Support Services. Ensuring that invoice information, account numbers, and PO numbers are correct. Communicate with Finance.
Participate in the preparation of the annual budget. Entering budget information into Budget software and insuring that staff prepare and complete all CIP information for budget preparation. Prepare payables for the next fiscal year if needed.
Coordinate with County and other agencies for Contract or Agreement routing and execution after Board approval.
Collect receipts / invoices to reconcile Engineering and Administrative Services staff's pcards through the Banner system.
Act as a liaison between the Director of Engineering Services and other Departments and Divisions.
Coordinate project meetings with staff, consultants, and citizens, providing scheduling assistance when needed.
Coordinate and prepare information and agenda for Engineering Service's Program Chief's meetings and ROW progress meetings and provide meeting minutes to staff.
Prepare and / or edit agenda requests, Coordinate the addition and routing of attachments and routing slips to reviewers and upload final version into the shared drive.
Prepare and / or edit correspondence, memoranda, and other documents as required. Obtain signatures when needed.
Assist Division staff in compliance with regulations and procedures, such as preparation of Travel Requests, P-cards and purchasing of goods and services.
Answer multi-line phone system and provide general information about programs and services to callers and direct calls to other staff if needed.
Provide back-up for permit processing when needed, by initiating permit activities in the electronic permit tracking system and routing permit packages to appropriate staff / requesting agencies
Establish and maintain a filing system.
Recommend policy and procedural changes.
All other duties as required.
Conducts research and assembles data for review.
Coordinates public meetings for projects.
Create flyers or brochures to be shared at public meeting.
OTHER IMPORTANT OR MARGINAL DUTIES
None.
DIFFICULTY
Work tasks involve both general and specific knowledge of practice and procedure. Action requires assessment of circumstances or data and making decisions from many known alternatives. Tasks may typically include many unrelated processes and methods, frequent planning for deadlines that are generally unexpected.
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
Normal office or indoor setting. Work requires some dexterity and speed in the operation of office equipment.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of proper formats, grammar and spelling to compose and edit correspondence.
Knowledge of standard office machines, procedures and processes.
Knowledge of filing systems.
Knowledge of personal software in a Windows environment.
Knowledge of the County's budget process.
Thorough knowledge of program functions and activities.
Skill to communicate clearly, effectively, tactfully and patiently in-person, on the phone and in writing to a diverse population.
Skill to maintain computerized records.
Ability to establish and maintain effective working relationships with others.
Ability to maintain a courteous and professional demeanor while interacting with customers.
Ability to efficiently organize, prioritize, understand and meet deadlines.
Ability to initiate and follow through on assignments with attention to detail.
Ability to efficiently and accurately schedule meetings and events.
Ability to create, prepare, order and follow through on receipt of graphics/publications ordered within established deadlines.
Ability to work independently.
MINIMUM QUALIFICATIONS
Requires a high school diploma or an equivalent and five years of secretarial and/or clerical work experience or an equivalent combination of training and experience.
Necessary Special Requirements:
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.
Revision History: March 17, 2025.
Assists the Engineering Division with the development, coordination, implementation and monitoring of Divisional goals and objectives. Providing professional and exemplary customer service while performing a wide variety of complex operational and support tasks.
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
Develop and monitor database tracking program. This includes all sheets relevant in the database program.
Recording all project transactions into the database program.
Request Purchase Orders from the Purchasing office to encumber the funds for goods and services. Collect and provide pertinent information to Purchasing to establish a vendor number if one is needed.
Review / Prepare / Process Invoices for payment with Finance for Engineering and Support Services. Ensuring that invoice information, account numbers, and PO numbers are correct. Communicate with Finance.
Participate in the preparation of the annual budget. Entering budget information into Budget software and insuring that staff prepare and complete all CIP information for budget preparation. Prepare payables for the next fiscal year if needed.
Coordinate with County and other agencies for Contract or Agreement routing and execution after Board approval.
Collect receipts / invoices to reconcile Engineering and Administrative Services staff's pcards through the Banner system.
Act as a liaison between the Director of Engineering Services and other Departments and Divisions.
Coordinate project meetings with staff, consultants, and citizens, providing scheduling assistance when needed.
Coordinate and prepare information and agenda for Engineering Service's Program Chief's meetings and ROW progress meetings and provide meeting minutes to staff.
Prepare and / or edit agenda requests, Coordinate the addition and routing of attachments and routing slips to reviewers and upload final version into the shared drive.
Prepare and / or edit correspondence, memoranda, and other documents as required. Obtain signatures when needed.
Assist Division staff in compliance with regulations and procedures, such as preparation of Travel Requests, P-cards and purchasing of goods and services.
Answer multi-line phone system and provide general information about programs and services to callers and direct calls to other staff if needed.
Provide back-up for permit processing when needed, by initiating permit activities in the electronic permit tracking system and routing permit packages to appropriate staff / requesting agencies
Establish and maintain a filing system.
Recommend policy and procedural changes.
All other duties as required.
Conducts research and assembles data for review.
Coordinates public meetings for projects.
Create flyers or brochures to be shared at public meeting.
OTHER IMPORTANT OR MARGINAL DUTIES
None.
DIFFICULTY
Work tasks involve both general and specific knowledge of practice and procedure. Action requires assessment of circumstances or data and making decisions from many known alternatives. Tasks may typically include many unrelated processes and methods, frequent planning for deadlines that are generally unexpected.
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
Normal office or indoor setting. Work requires some dexterity and speed in the operation of office equipment.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of proper formats, grammar and spelling to compose and edit correspondence.
Knowledge of standard office machines, procedures and processes.
Knowledge of filing systems.
Knowledge of personal software in a Windows environment.
Knowledge of the County's budget process.
Thorough knowledge of program functions and activities.
Skill to communicate clearly, effectively, tactfully and patiently in-person, on the phone and in writing to a diverse population.
Skill to maintain computerized records.
Ability to establish and maintain effective working relationships with others.
Ability to maintain a courteous and professional demeanor while interacting with customers.
Ability to efficiently organize, prioritize, understand and meet deadlines.
Ability to initiate and follow through on assignments with attention to detail.
Ability to efficiently and accurately schedule meetings and events.
Ability to create, prepare, order and follow through on receipt of graphics/publications ordered within established deadlines.
Ability to work independently.
MINIMUM QUALIFICATIONS
Requires a high school diploma or an equivalent and five years of secretarial and/or clerical work experience or an equivalent combination of training and experience.
Necessary Special Requirements:
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.
Revision History: March 17, 2025.
Salary : $38,314 - $63,232
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