Administrative Assistant

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

• Knowledge of the operations, functions, and scope of authority of subordinate units or the organization.
• Knowledge of modern office practices and procedures, business English, and spelling.
• Knowledge of the principles and practices of business and public administration.
• Knowledge of basic accounting principles and procedures.
• Ability to prepare effective correspondence on moderately sensitive matters.
• Ability to perform office management functions with minimum supervision.
• Ability to supervise the work of other employees.
• Ability to maintain effective working relationships with other employees.
• May require skills in taking and transcribing minutes

• Medical
• Dental
• Vision
• Flexible Spending Account

HOLIDAYS
The County of Volusia observes the following holidays annually:

• New Year's Day
• Martin Luther King Day
• Good Friday
• Memorial Day
• Independence Day
• Labor Day
• Veterans Day
• Thanksgiving (and day after)
• Christmas

• Tuition Reimbursement
• Onsite Wellness/Fitness Center
• Computer Purchase Program
• Direct Deposit Payroll

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