Administrative Assistant - Parks Department

Minimum Qualifications

Bachelor's degree in business administration, public administration or related field and one year of professional level administrative experience; or any equivalent combination of related education, training and/or experience.  Applicants within six months of meeting the minimum education/experience requirement may be considered for trainee status.  

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

Parks & Open Space Department: Successful completion of a pre-employment physical examination including a pre-employment drug screen and must successfully pass a Level 2 background check as specified by the Florida Department of Law Enforcement.

Community Support Services Department and Parks & Open Space Department:  A Valid Florida Driver License is required and a Motor Vehicle Record that meets the requirements of Alachua County policy #6-7; Motor Vehicle Records will be reviewed prior to employment.   If, in the past 24-month period, the applicants Motor Vehicle Record has more than three (3) moving traffic infractions or three (3) or more at fault motor vehicle accidents (or combination of both and /or a conviction/pending charge for driving under the influence) or is in violation of any standard mandated by Federal or State Law or Regulation, the minimum qualifications are not met for the position.   

Human Resources Department:  Successful completion of a drug screen and successful completion of all applicable background checks pre-hire and ongoing are required.

Position Summary

This is responsible administrative staff work providing professional and clerical assistance directly to a higher-level supervisor.

An employee assigned to this classification provides a variety of routine and complex administrative work in the administration of a County government department.
 Work is performed under the general 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.

Manages and supervises assigned operations to achieve departmental goals within available resources; plans and organizes workloads and staff assignments; trains, motivates and evaluates assigned staff; reviews progress and directs changes as needed.
May supervise and coordinate the activities of employees including determining work procedures and schedules; issuing instructions and assigning duties; reviewing work; recommending personnel actions; conducting performance reviews; and conducting departmental training and orientation.

Assists in the development of short and long range plans; gathers, interprets and prepares data for studies, reports and recommendations; coordinates activities with other County departments and outside agencies as needed.

Provides professional advice to supervisor.

Communicates departmental plans, policies and procedures to staff and the general public; makes presentations to departmental supervisors, boards, commissions, civic groups and the general public as assigned.

Assures that assigned area(s) of responsibility are performed within budget; performs cost control activities; monitors revenues and expenditures in assigned area(s) to assure sound fiscal control; assists in the preparation of annual budget requests.

Evaluates departmental work procedures, schedules and workflow; studies and recommends departmental policies and procedures to improve efficiency and effectiveness of operations.

Maintains harmony among employees and resolves complaints and grievances; performs and assists subordinates in performing duties; adjusts employee errors and complaints.

Prepares a variety of departmental studies, reports and related information for decision-making purposes; conducts research and analysis and prepares recommendations regarding proposals for programs, grants, services, budget, equipment, etc.

Provides administrative assistance to departmental staff in meeting management;

Assembles background materials, prepares agendas and records action items for various meetings.

Prepares drafts of speeches, presentations, resolutions, ordinances, contracts and administrative policies as assigned.

Investigates and follows-up on citizen requests for service, complaints and requests for information.

Assists in the development of departmental notices, flyers, brochures, newsletters, media releases, news articles and other informational materials about programs and services.

Researches grant programs and prepares departmental grant applications.

Performs the duties listed, as well as those assigned, with professionalism and a sense of urgency. 

Parks & Open Space Department:  Serves as back up Camp Counselor as needed.

Community Support Services and Parks & Open Space Departments: Drives a County vehicle and/or personal vehicle as required to perform duties.

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

Knowledge of the principles and practices of organization, management, personnel and financial administration in the operation of a County department.

Knowledge of the standard practices in the fields of local government, personnel management, budgeting and accounting.

Knowledge of modern office practices, procedures, systems and equipment.

Knowledge of the functions and operations of the assigned County department.

Skill in the operation and use of a typewriter; personal computer including word processing, spreadsheet and data base software; calculator; telephone; copy machine; and fax machine.

Ability to identify management problems and propose solutions.

Ability to gather and analyze data and draw conclusions.

Ability to effectively supervise and coordinate the activities of subordinate employees.

Ability to communicate effectively, verbally and in writing.

Ability to establish and maintain effective working relationships with the general public and County employees and officials.

Ability to prepare detailed written reports and procedures.

Ability to select and/or devise analytical techniques and methods suited to the solution of management problems.

Ability to use the techniques and methods of administrative analysis.

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 frequently required to sit; talk or hear; use hands to finger, handle, feel or operate objects, tools or controls; and reach with hands and arms.

The employee is occasionally required to walk.

The employee must occasionally lift and/or move up to 25 pounds.

Specific vision abilities required by this job include close vision, and the ability to adjust focus.

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 quiet.

Parks & Open Space Department:  The hours may vary and include weekdays, weeknights, weekends, and/or holidays.

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 Annually