Senior Staff Assistant

Minimum Qualifications

Graduation from high school or equivalent and three years general office/clerical and/or customer service experience; or any equivalent combination of related training and experience. Applicants within six months of meeting the minimum education/experience requirement may be considered for trainee status. College course work will substitute for experience on a year for year basis Must be able to type at a rate of 35 correct words per minute as required by the position. 
Successful completion of all applicable background checks pre-hire and ongoing are required.

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.
 

Position Summary

This is highly specialized and complex office work performing office and administrative duties of wide variety and scope.

An employee assigned to this classification is expected to make decisions and act independently in accordance with established departmental policies and procedures. Supervisor may review 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.

Assists department head or designee in reviewing complaints or requests for services from the general public or other County departments. Prepares responses to requests; provides background information to supervisor to aid in responding to request.

May coordinate the activities of subordinate employees including determining work procedures and schedules; issuing instructions and assigning duties; reviewing work; and conducting departmental training and orientation.
Assists in the preparation of departmental budgets and prepares reports and statistical data. Makes recommendations, performs limited analysis, reviews and monitors budgets.

Assists in the preparation of payrolls, purchase orders, purchase requests and other fiscal and statistical data.

Establishes and maintains office filing systems; classifies and codes materials for filing; locates and retrieves files and materials as required.

Schedules appointments for superior; arranges travel schedule and makes travel reservations.

Prepares office/departmental paperwork such as correspondence, reports, forms, agendas and related material. Takes and transcribes minutes as required.

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

Files office correspondence and records; ensures that notices, memoranda, directives and related material are properly distributed.

Prepares, interprets and maintains department policy and procedure manuals and interprets complex and detailed data.

Drives a County and/or personal vehicle to perform required duties (Community support Services). 

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

For Community Support Services only: Drives a County vehicle daily for mail runs to downtown location, frequently drives a County vehicle to pick up special items needed for the office and/or special events and occasionally drives County vehicle to Fleet for repairs.

NOTE: The above listed 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

Considerable knowledge of office practices and procedures.

Considerable knowledge of vocabulary, grammar, spelling and punctuation in order to prepare and edit typed material.

Considerable knowledge of established departmental standard operating procedures.

Considerable knowledge of word processing systems and keyboards.

Knowledge of effective telephone etiquette.

Skill in dealing with applicants, employees, and the general public.

Ability to plan and organize work and manage time effectively.

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

Ability to follow oral and written instructions.

Ability to write and organize correspondence.

Ability to proofread typed material and make appropriate corrections.

Ability to establish and maintain effective working relationships.

Ability to establish and maintain accurate, efficient filing systems.

Ability to work independently on multiple tasks and projects; ability to prioritize tasks.

Ability to write and organize reports and memoranda.

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 talk and hear. The employee is frequently required reach and to be mobile.

The employee may occasionally move up to 25 pounds. Specific vision abilities required by this job include close vision, distance 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 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.

$18.79 Hourly