Staff Assistant IV - Natural Resources chez Indian River County Board of County Commissioners, FL

About the Department

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Indian River County

Performs a broad range of administrative duties in support of the Natural Resources Department Director. This position works independently to provide advanced administrative support, including but not limited to: managing departmental correspondence, coordinating agendas, drafting memoranda, purchasing, budget entry, financial account maintenance, scheduling, compiling materials for board meetings, and payroll processing.

The role requires flexibility, multitasking, intuitive thinking, strong time and project management skills, and effective problem-solving abilities.

Position Duties

• Establish and maintain a comprehensive filing system for the Director, managing both digital and print files, including office correspondence, confidential documents, reports, and related materials.
• Conduct research on legal and technical documents to extract relevant data for specific inquiries, operational needs, and management issues. Collaborate with Division Managers to manage invoices, grant-related documents, management plans, master plans, and agenda histories.
• Assist the Director in preparing reports, presentations, and meeting materials.
• Prepare special reports, including budget and technical data, and serve as a liaison with County departments, divisions, committee members, professional groups, individuals, and the public regarding departmental programs and operations.
• Ensure the security of legal and confidential documents and manage file systems to optimize record-keeping efficiency.
• Coordinate staff meetings, including agenda preparation, distribution, and communication of meeting topics, along with compiling necessary background information.
• Manage the Director’s calendar by prioritizing tasks, scheduling appointments, and providing timely reminders for site visits, staff meetings, and other engagements.
• Handle incoming calls and visitors by identifying needs, addressing inquiries, referring to appropriate personnel, or arranging appointments professionally.
• Generate various documents, including correspondence, minutes, forms, reports, presentations, agendas, news releases, budget transfers, tables, graphs, newspaper ads, and confidential, legal, technical, or statistical materials.
• Assist Managers with personnel matters, including hiring processes and disciplinary actions, and liaise with Human Resources to ensure compliance with employee management requirements.
• Oversee records management for the department, ensuring adherence to proper retention and disposal procedures.
• Review and process timesheets, track sick leave, annual leave, and overtime, provide reports, and ensure accountability across divisions. Coordinate and manage performance evaluations.
• Maintain confidentiality and process staff personnel actions, including status changes, evaluations, and reprimands. Collaborate with Managers to address payroll issues and monitor attendance records.
• Coordinate daily business operations with the Finance and Budget Departments, working closely with the Finance Specialist and Division Managers on invoicing, vendor payments, reimbursements, and other operational functions.
• Act as a key liaison between the Department Director and Division staff, ensuring timely communication of emerging and emergency issues.

Minimum Qualifications

Education/Experience:

High school diploma or GED required, plus a minimum of five (5) years of progressively responsible experience in administrative, clerical, paralegal, or similar roles. Must be highly proficient in computer software and office technology. Associate degree preferred. 

A bachelor’s degree may substitute for four (4) years of the required experience. 

Licenses, Certifications, or Registrations:

• Florida Notary Public preferred.
• Certified Administrative Professional (CAP) or equivalent preferred.

Knowledge, Abilities, and Skills:

Knowledge of County administrative policies, ordinances, procedures, rules, and regulations.
Ability to explain, interpret, and provide guidance on policies and procedures related to Natural Resources.
Advanced skills in general office operations and document/report creation.
Proficiency in managing complex schedules and coordinating meetings.
Strong Microsoft Excel skills, including the use of functions for generating reports, charts, and tables.
Familiarity with government accounting and budgeting practices, including GL codes, line transfers, budget amendments, and journal entries.
Strong organizational skills for managing technical data, logs, files, and records.
Ability to compile technical documents with tables, charts, photographs, and clear written content.
Ability to generate timely budget reports.
Proficiency in Microsoft Office (Word, Excel, PowerPoint), Outlook, and web-based tools such as Legistar/Granicus, Munis, and UKG/Kronos.
Skill in operating standard office equipment.
Ability to follow oral and written instructions.
Strong analytical and decision-making skills.
Excellent communication skills for interacting with the public and County staff.
Professional demeanor in external interactions.
Discretion in handling sensitive and confidential information.
Strong research and document analysis skills.
Advanced typing and keyboarding proficiency.

Other Qualifications

ENVIRONMENTAL CONDITIONS:

 

Work is performed inside an office environment. 

SUPPLEMENTAL INFORMATION: 

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.

JOB DESCRIPTION / ADA ACKNOWLEDGEMENT

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 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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