Agenda Coordinator

Minimum Qualifications

Bachelor's degree in Business Administration, Public Administration, Social Science or related field and one year of administrative work experience; or any equivalent combination of related training and experience.  Applicants within six months of meeting the education/ experience requirement may be considered for trainee status.

Successful completion of all applicable background checks pre-hire and ongoing are required.

This position requires the completion a Net passing speed of 35 words per minute on a Typing Test , the completion of MS Word, MS Excel with a minimum score of "moderate  knowledge". 

To schedule the skills assessments, call CareerSource North Central Florida at (352) 955-2245 or email  assessments@careersourcencfl.com to schedule an appointment. You can call Alachua County Human Resources Office at (352) 374-5219 to confirm that your scores are already on file. Passing scores must be received by the Human Resources Office  via email at achr@alachuacounty.us no later than 5:00 p.m. on the Wednesday after the position closes. CareerSource North Central Florida is not responsible for submitting test scores to the Alachua County Human Resources Office. All scores are valid for a period of 2 years from the date of testing.          Position Summary

This is responsible complex administrative work coordinating the agenda process for Alachua County and providing administrative support to the County Manager's Office.

The incumbent assigned to this position is responsible for performing complex and varied administrative work, providing guidance and recommendations of the agenda management process. The incumbent is responsible for directing the agenda coordination processes by exercising sound judgment, excellent organizational and decision making skills and focusing on quality customer service.
 Work is performed independently under the general direction of a higher level supervisor and is reviewed through reports, conferences and observation of results obtained.

COMPETENCIES:

• Adaptability/Flexibility
• Analysis
• Collaboration
• Communication
• Customer Focus
• Initiative
• Planning and Organization
• Attention to Detail

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 core values including: integrity, honesty, respect, diversity, innovation, accountability and communication.
 
Coordinates the agenda process including recommending and developing work procedures and schedules, reviewing agenda materials and documents, updating and maintaining standard operating procedures and providing software training.

Serves as Administrator to Agenda software system.

Prepares the proposed agenda for meetings of the Board of County Commissioners utilizing the electronic agenda system.

Receives and interprets agenda items and reviews supporting documentation for accuracy and completeness, contacts departments and constitutional offices for information and or clarification.

Creates agenda items on behalf of County Administration, some departments, and constitutional offices, as directed. Follow up and coordinates, as necessary.

Monitors deadlines for agenda items daily and follows up with staff on status of items.

Creates draft meeting agenda outlines for County Administration review and staff meetings.

Responsible for the final review of all agenda items for substantive accuracy and completeness prior to finalizing and generating published agenda packet.

Conducts periodic training sessions with appropriate County staff in agenda preparation and submission procedures.

Maintains current files of agendas and summaries of meetings.

Attends job-specific training classes as requested by supervisor.

Research actions from previous meetings as needed.

Coordinates preparation and scheduling of agenda items with the Board of County Commissioners, Department Directors, other elected officials, and other concerned parties.

Posts BCC agendas and supporting documents to the county website and ensures that public meeting notice requirements are met.

Makes presentations and recommendations to the County Manager, Deputy and/or Assistant County Managers, and the Board of County Commissioners on Agenda process.

Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records associated with the agenda process.

Independently coordinates, schedules, researches, interprets, and develops routine and non-routine projects assigned by the County Manager, or designee.
 
Performs the duties listed, as well as those assigned, with professionalism and a sense of urgency.

NOTE: These examples are intended only as illustrations of the various kinds of work performed in positions allocated to this class. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

KNOWLEDGE, SKILLS AND ABILITIES

Practical knowledge and understanding of standard operating procedures, agenda process and policies applicable to local governments.

Practical knowledge of modern office practices and procedures; business English/ vocabulary, grammar, punctuation, spelling and mathematics.

Ability to understand and ensure compliance with county regulations, policies and standard operating procedures.

Ability to analyze situations quickly and accurately and respond with an appropriate course of action.

Ability to proofread and make appropriate changes to documents and correspondence.

Ability to understand and ensure compliance with laws, rules and regulations governing all types of governmental activities.

Ability to effectively communicate, both orally and in writing; including presentations and the preparation of written reports and memoranda.

Ability to establish and maintain effective working relationships with employees, supervisors, government agencies and the general public.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, talk and hear. The employee is occasionally required to reach and be mobile.

Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus associated with the constant use of computer monitors.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

An organization is only as good as the people it employs. To attract and retain the best team possible, the Alachua County Board of County Commissioners offers a competitive benefit program. We believe that if we expect our employees to support the County, we must first support the health and financial well-being of our employees and their families, now and as they plan for their future.BoCC-Contributed Benefits

• Medical/Health Insurance  
• Employee Life Insurance  
• Florida Retirement System  
• Employee Assistance Program

Optional Benefits

• Dental Insurance  
• Vision Insurance
• Supplemental & Dependent Life Insurance
• Deferred Retirement Program
• Flexible Spending Accounts
• Roth IRA
• Tuition Assistance Program
• Computer Purchase Program

NOTE: For detailed information regarding available benefits click here.

You may also view Frequently Asked Questions (FAQs) regarding benefits. 

• FLORIDA RETIREMENT SYSTEM (FRS) The Florida Retirement System is a retirement plan designed to provide an income to a vested employee and his/her family when the employee retires, becomes partially or totally disabled, or dies prior to retirement.  A defined benefit or defined contribution option may be chosen by the employee.
• TUITION ASSISTANCE PROGRAM Permanent, full-time employees are eligible for educational assistance funds. Contact the Human Resources Office for program details.
• HOLIDAYS Holidays are as follows: 

1. New Years Day  
2. Martin Luther King Day  
3. Memorial Day  
4. Juneteenth
5. Independence Day  
6. Labor Day  
7. Veterans' Day  
8. Thanksgiving Day  
9. Friday following Thanksgiving  
10. Christmas Eve (IAFF*)  
11. Christmas Day  
12. Additional Christmas Holiday (All non-IAFF employees)  
13. 2 Floating Holidays  (All non- IAFF employees)

*IAFF – International Association of FirefightersPay periods are every two weeks, Monday through Sunday. Payday is Friday. International Association of Firefighters follow the General Contract 7k regarding holidays.

Vacation Leave – Generous vacation accrual rates with payout of unused accrued leave, with some restrictions. For more detailed information regarding vacation leave refer to Employee Policy Manual, Section 7-2.

Sick leave is earned at a rate of 4 hours per pay period by all permanent, full-time employees*. At the end of each fiscal year, eligible employees can convert up to 10 days of accrued sick leave to vacation leave on a 2:1 basis. For more detailed information regarding sick leave refer to Employee Policy Manual, Section 7-3 *Accruals slightly different for IAFF employee.

$47,860.80 - $52,665.60 Annually