What are the responsibilities and job description for the County Manager Div.Administrative Supervisor position at Polk County Board of County Commissioners?
Job Description
ADMINISTRATIVE SUPERVISOR - COUNTY MANAGER'S OFFICE
Paygrade 17 -$26.66hr. - $39.99hr. / $55,452.80 - $83,179.20 annually
Employee Benefits
- Direct Deposit, Bi-Weekly Pay Checks
- Medical, Dental, Vision
- Life Insurance
- FRS Retirement
- 10 Paid Holidays
- Paid Time Off
- Tuition Reimbursement
- Education Incentives
- Deferred Compensation Plan
- Wellness Incentives
- Employee Assistance Program (EAP)
- Free Employee Gym
- Free Employee Health Clinic
MAJOR FUNCTIONS :
Responsible for the coordination, management and supervision of the Secretarial staff in the County Manager's Office and provides interoffice coordination with the Executive Assistants in the County Commissioner's Office. Responsible for scheduling all meetings of the County Manager and the Board of County Commissioners. Provides administrative support and secretarial services for the County Manager.
ILLUSTRATIVE DUTIES :
Supervises daily activities of the secretarial staff in the County Manager's Office and provides interoffice coordination with the Executive Assistants in the County Commissioners Office. Coordinates the work of the secretarial staff to ensure the efficient and timely completion of work assignments. Monitors the expenditures in the budget of the County Manager's office and assist in the preparation of the Office's annual budget
Assists the County Manager with administrative duties as assigned. Independently follows up on project information, correspondence, meetings or actions for County Manager as assigned to ensure timely results. Serves as personal assistant to County Manager in planning, initiating or carrying to completion secretarial and administrative duties. Composes / drafts and types of correspondence, memorandums, and other material as requested. Assists in drafting, proofreading and processing of reports, documents, letters, forms and other information as necessary. Drafts and assembles agenda and related materials for meetings, conferences and other related matters pertaining to the official duties of the County Manager.
Sets up and maintains files for the County Manager. Assembles materials / information for use. Independently prepares, checks, assembles and / or researches forms, records, reports, summaries and related administration functions / actions.
Receives, screens, refers and answers various questions from callers in a prescribed manner. Maintains, schedules and coordinates appointment calendar for County Manager. Advises others of appointments, engagements and meetings. Makes necessary travel arrangements; secures and provides tickets and other reservation materials for County Manager. Drafts and finalizes schedule itinerary for proper distribution.
Takes activity summary minutes when required by County Manager in attendance at meetings, conferences or briefings. Attends and acts as recording secretary for County Manager as required. Interpret for follow-up action various forms of incoming correspondence, letter, memorandums and emails as requested for overall office coordination and responsiveness.
Performs related duties as required.
KNOWLEDGE, ABILITIES AND SKILLS :
Knowledge of business English, punctuation, spelling and basic math. Knowledge of office practices and procedures, record keeping methods, practices and procedures. Knowledge of operations of micro-computer hardware and software utilized by this office. Ability to work independently and adhere to prescribed routines and practices.
Ability to prepare or draft routine documents and compose business letters, memorandums and related materials. Ability to oversee and direct the work of other secretaries and clerical support workers. Ability to maintain an effective working relationship with the public and other employees. Ability to operate and provide general care and maintenance of office machines and equipment. Skill in typing / word processing at a prescribed rate of speed.
MINIMUM QUALIFICATIONS :
Must be a graduate of an accredited high school and have a minimum of five (5) years administrative and / or supervisory experience in public sector or executive level, including experience overseeing the work of others.
Must be able to type a minimum of 55 CWPM with a maximum of 10 errors. Must be able to utilize all features afforded by word processing software and other required software and personal computer equipment utilized by the office.
Must have a valid driver's license and be able to secure a valid Florida driver's license at the time of employment within this classification.
A comparable amount of related training and experience may be substituted for the minimum qualifications.
SPECIAL PREFERENCE :
Continuing education credits from an accredited college or university in a related field is strongly desired.
SPECIAL REQUIREMENT :
This position shall be required to report for work when a declaration of emergency has been declared in Polk County.
Salary : $83,179
