Executive Assistant to the County Administrator chez Indian River County Board of County Commissioners, FL

About the Department

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Indian River County

Performs a broad range of diverse executive level assistance and administrative support to the County Administrator. Responsible for advanced administrative work assisting the County Administrator with daily office operation for County Administration to ensure effective and efficient operation of the County. Coordinates and prepares the Board of County Commission Agenda for all meetings and workshops. Provides supervision, guidance, and directs County Commissioner Assistants. This is an in-office position.

Position Duties

• Performs a variety of complex administrative tasks associated with managing office activities.
• Manages County Administrator’s calendar - schedules appointments, performs intake of visitors, and coordinates meetings.
• Ensures communication between County Administration, departments, elected officials, and customers (the public) is handled professionally and responsively.
• Collaborates and coordinates with Intergovernmental Affairs and Communications regarding operations and calendar management.
• Reviews and checks records, forms and other documents for accuracy, completeness and conformance to rules and regulations.
• Maintains and monitors a suspense file/database or electronic tracking system to ensure all County Administration tasks and items are followed up in a timely manner. 
• Develops and supervises the maintenance of filing systems; develops office procedures.
• Takes and prepares minutes for Senior Leadership Team Meetings, maintains the Senior Leadership Agenda and distributes to staff to update.
• Instructs, assigns, organizes and supervises the work of Commissioner Assistants, supporting Board of County Commissioners, and other administrative personnel of County Administration. 
• Serves as a backup to the Primary Board of County Commission Agenda Coordinator. Utilizes the electronic agenda program and coordinates preparation of the County Commission agenda for Regular and Special Call Meetings/Workshops and ensures the agenda is posted to the County website.
• Maintains an internal Long-Term Agenda for County Administration.
• Collects information and data and compiles for reports on various assigned projects.
• Prepares read-a heads in advance of County Administrator meetings.
• Maintains a County Administration Read File.
• Opens, screens, prioritizes, reviews and route mail.
• Reviews, screens, and responds to emails.
• Receives and processes inquiries and/or customer concerns, refers to the appropriate department, and follows up to ensure matters are addressed/resolved.
• Interviews visitors to the County Administrator's office and attempts to solve problems without further referral.  
• Independently reads, classifies, refers, and/or answers memos, reports, and correspondence. Consults with the County Administrator as may be appropriate.
• Processes purchasing requisitions and handles matters related to procurement for County Administration.
• Coordinates, documents, and processes travel for County Administration.
• Initiates and completes special projects as directed by the County Administrator.
• Fulfills public records requests for the County Administration office.
• Assists in monitoring and tracking Strategic Plan implementation as may be needed.
• Provides advice and assistance on behalf of the County Administrator when appropriate.
• Performs related work as requested or assigned.

Minimum Qualifications

Education and Experience:

An associate’s degree in public or business administration, organizational management, communications, or related field from an accredited college or university with a minimum of three (3) years of progressively responsible experience as an administrative or executive assistant. 

A comparable amount of relevant training and experience may be substituted for minimum requirements.

Bachelor’s degree preferred.

Licenses, Certifications or Registrations:

• Certified Administrative Professional preferred.
• Valid Florida Driver’s License

Knowledge, Skills and Abilities:

Knowledge of modern office management methods and procedures to promote effective and efficient management of County Administration.

Knowledge of executive-level support functions to support the County Administrator.

Knowledge and practice of effective organization and time management skills.

Knowledge and understanding of local government operations.

Must possess excellent interpersonal and communication skills to serve others.

Ability to work in a fast-paced environment that demands sensitivity to confidential matters.

Ability to analyze and solve administrative problems and render advice and assistance.

Ability to understand and follow oral and written instructions.

Ability to work independently.

Ability to effectively supervise Commissioner Assistants.

Ability to analyze information and make judgment decisions.

Must be able to comprehend, speak and write the English language.

Must possess excellent skills in the use and understanding of Microsoft Office software.

Knowledge and understanding of policies and procedures.

Ability to operate various office equipment.

Ability to maintain and update logs, files, and records with a high degree of accuracy.

Ability to prepare correspondence and reports.

Ability to record and transcribe meeting minutes.

Ability to research documents.

Ability to learn and adhere to the requirements of Florida’s Sunshine Law and Public Records Law.

Other Qualifications

ENVIRONMENTAL CONDITIONS:

The successful candidate for this position can expect work to be normally performed inside an office environment.

SUPPLEMENTAL INFORMATION: 

The position is considered an essential worker and is subject to being called into work in the event of a disaster, such as a hurricane, or other emergency and is expected to perform emergency support duties as assigned.

This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position.  While it is intended to accurately reflect the position activities and requirements, Management reserves the right to modify, add or remove duties and assign other duties as necessary that are a logical assignment to the position.

ATTESTATION 

I understand that a qualified employee or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act.

I have read the job description for the above position and understand the job duties, requirements, and responsibilities for the position. I understand this position is designated as an at-will employee pursuant to the County’s Administrative Policy Manual, Policy AM-202.4. I attest that I am able to perform the essential functions as outlined in the job description either with or without accommodation. I understand that if I require accommodation, I will contact the Human Resources Department to request accommodation.

If I have any questions about the job duties described in the above job description, I should discuss them with my immediate supervisor or a member of the Human Resources staff.

I have discussed any questions I may have had about this job description prior to signing this 
 form.

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