Senior Office Assistant

Minimum Qualifications

Graduation from high school or equivalent, and one year 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.   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. 

Position Summary

This is routine office work of moderate variety and complexity involving the performance of general clerical, secretarial and office tasks and functions.
An employee assigned to this classification is expected to make decisions independently in accordance with established departmental policies and procedures. Supervisor reviews all 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.

Prepares office/departmental paperwork such as correspondence, reports, forms, agendas and other related material using a personal computer, typewriter and other office equipment.

Assists in compiling and verifying statistical data and other information for reports.

Assists in the compilation of materials using specific personal computer software.
 Acts as a receptionist issuing and receiving documents such as applications, licenses and permits.

Orders office supplies.

Maintains existing filing systems and classifies and codes material for filing; locates and retrieves files and material.

Performs personal computer data input as required.

Prepares office/departmental materials for storage.

Opens, sorts and distributes incoming office mail; collects, seals and stamps outgoing office mail.

Maintains calendar for supervisor and other office staff; schedules meetings.

Performs routine bookkeeping and record keeping functions; assists with bi-weekly payroll preparation.

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 types 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 this position.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of proper business English, spelling and arithmetic.

Knowledge of PBX and/or switchboard systems.

Knowledge of the capabilities of a word processing system.

Knowledge of bookkeeping systems and procedures.

Knowledge of proper office practices, procedures and equipment.

Skill in typing/word processing accurately from drafts and/or copies at the required rate of speed.

Skill in dealing tactfully and courteously with callers and visitors.

Ability to understand and follow oral and written instructions.

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

Ability to work independently.

Ability to learn assigned tasks readily and adhere to prescribed routines.

Ability to learn the functions and locations of other County departments.

Ability to file accurately, both numerically and alphabetically.

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 or hear, and use hands to finger, handle or feel. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance, and stoop, kneel, or crouch.

The employee must frequently lift and/or move up to 10 pounds, and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, 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 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.

$36,920.00 Annually