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Executive Staff Assistant- Pending Board Approval
Minimum Qualifications
Graduation from high school or equivalent, and three years general office/clerical and/or customer service experience; or any equivalent combination of related training and experience. College course work will substitute for experience on a year for year basis. Must be able to type at a rate of 35 correct words per minute as required by the position. Applicants within six months of meeting the minimum education/experience requirement may be considered for trainee status. SKILLS TESTING REQUIRED – Only applicants who meet the minimum qualifications and submit the required skills testing scores will be referred to the next step in the recruitment for this position.This position requires a passing score on the following County's skills assessment tests: Microsoft Excel, Microsoft Word, MS PowerPoint and with a minimum score of moderate knowledge and typing with minimum correct words of 35 wpm. The assessment tests can be taken in person or remotely through the CareerSource North Central Florida. The applicant must contact CareerSource North Central Florida at: assessment@careersourcencfl.com to arrange testing.
Passing scores must be received by the Human Resources Office via email at achr@alachuacounty.us no later than five business days after the posting closes. CareerSource North Central Florida is not responsible for submitting test scores to the Alachua County Human Resources Office. All scores are valid only for a period of 2 years from the date of testing.
Successful completion of all applicable background checks pre-hire and ongoing are required.
Position Summary
This is highly specialized and complex office work performing office and administrative duties of wide variety and scope for the Alachua County Board of County Commissioners (BoCC) and the County Manager's Office. An employee assigned to this classification is expected to make decisions and act independently in accordance with established office policies and procedures. Supervisor may review non-routine decisions.Work is performed under the direction of a higher level supervisor and is reviewed through conferences, reports and observation of results obtained.
Examples of Duties
ESSENTIAL JOB FUNCTIONS This is an emergency essential classification. Upon declaration of a disaster and/or emergency, all employees in this classification are required to work.Exudes a positive customer service focus.
Advocates building organizational culture through aligning decisions with core values including: integrity, honesty, respect, diversity, innovation, accountability and communication.
Assists in reviewing complaints or requests for services from the general public or other County departments. Prepares responses to requests; provides background information to supervisor to aid in responding to request.
Serves as a gate-keeper, referring citizens to the responsible Deputy/Assistant County Manager before elevating inquiries to the County Manager.
Establishes and maintains electronic and hard copy filing systems; classifies and codes materials for filing or data entry; locates and retrieves files and runs reports as required.
Prepares correspondence, reports, and forms. Takes and transcribes minutes.
Opens, sorts and distributes incoming office/departmental mail; collects, seals and stamps outgoing mail.
Ensures that notices, memoranda, directives and related material are properly distributed.
Prepares and maintains office policy and procedure manuals.
Responsible to publicly notice Commission and Advisory Board meetings.
Provides excellent internal and external customer service.
Answers and directs phone calls, issues and receives documents.
Maintains calendars, and makes reservations for the County Manager, Deputy County Manager, Assistant County Managers and/or the Board of County Commissioners.
May process travel requests; make travel arrangements; process reimbursements for travel.
May coordinate the preparation of routine/non-routine correspondence of a complex and/or sensitive nature on behalf of the County Manager's Office and/or the Board of County Commissioners.
May provide backup coverage for the main reception area for the BoCC and/or the County Manager's Office.
Maintains, orders and inventories office supplies.
May process requests for proclamations; corresponding with the requestor, an
