Administrative Assistant
Escambia County - Pensacola, FL

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This posting is only open to employees of the Board of County Commissioners, Clerk of the Court, Property Appraiser's Office, Sheriff's Office, Supervisor of Elections and the Tax Collector's Office.

This class performs complex and technical administrative duties for a department, division, unit or group, including correspondence administration, researching and responding to public inquiries, administrative workflow administration, and records administration; and may act in lead or senior worker capacity.

Examples of Duties:
May serve as a lead to lower level staff, which includes: prioritizing and assigning work; training staff on work methods and procedures; and/or, performing other related activities.

Organizes, coordinates, and administers a variety of specialized programs and/or activities involving complex technical administrative support requiring specialized knowledge in assigned area of responsibility.

Initiates, processes, prepares, records, and/or reviews routine, complex, and/or specialized paperwork, forms, reports, and/or confidential information related to assigned area of responsibility, ensuring completeness and accuracy of information; maintains related records. May notarize documents utilizing established guidelines and procedures.
Responds to telephone, e-mail, written, and in-person inquiries from the Board, the public, departments within the Agency, and/or other interested parties; provides answers and information requiring knowledge of departmental policies and procedures; and collect funds and issue receipts.

Maintains a variety of records, files, and information for assigned area of responsibility, ensuring compliance with applicable rules and guidelines; audits files for completeness and accuracy. Categorizes and maintains technical manuals.

Independently drafts, composes, and types a variety of business documents, including letters, memos, charts, newsletters, technical specifications, and/or other related documents; maintains confidentiality regarding sensitive issues.

Organizes, monitors and maintains inventory, supplies, equipment, and/or other related items; initiates service and/or repairs of applicable items.

Serves as a liaison with employees and external organizations; represents the department at a variety of meetings, public events, training sessions, on committees, and/or other related events.

Assists with budget preparation; may prepare cost estimates to assist with preparing budget recommendations.

Performs other duties of a similar nature or level.

Training and Experience:
High School Diploma or equivalent (G.E.D.), Typing speed of 35 wpm without errors, basic math and reading skills, and five to six years of experience in a clerical or secretarial position.

Licensing Requirements:
Valid driver's license.

Knowledge of:
Project management principles;
Research and reporting methods;
Public relations principles;
Specialized terminology, procedures, policies, and practices in assigned area of responsibility;
Applicable Federal, State, and local laws, rules, regulations, codes, and/or statutes;
Basic mathematical principles;
Routine bookkeeping principles and practices;
Modern office procedures, methods, and equipment;
Basic filing and recordkeeping principles;
English language, grammar, and punctuation.

Skill in:
Prioritizing work tasks;
Reviewing work methods and/or procedures and making recommendations for improvement;
Using a computer and related software applications;
Monitoring activities in assigned area of responsibility;
Collecting, organizing, and presenting complex technical data;
Designing and preparing reports and forms;
Providing customer service;
Proofreading and editing documents;
Utilizing modern office equipment;
Performing mathematical calculations;
Handling multiple tasks simultaneously;
Typing complex correspondence, memos, vouchers, and/or other related information;
Maintaining complex, sensitive, and confidential documents, records, and files;
Defining problems, collecting data, establishing facts, and drawing valid conclusions;
Working independently;
Conducting specialized research;
Assembling and organizing data and information;
Performing mathematical calculations;
Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

Physical Requirements:
Positions in this class typically require: reaching, standing, walking, lifting, fingering, grasping, talking, hearing, seeing and repetitive motions.
Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

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