Assistant to Board of County Commissioners/County Manager

Minimum Qualifications

Bachelor's degree in public administration, business administration, or a related field and two years of professional experience as an office manager; 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.

SKILLS TESTING REQUIRED – Only applicants who meet the minimum qualifications and submit the required skills testing scores will be referred to the next step in the recruitment for this position. 

This position requires a passing score on the following County's skills assessment tests: Microsoft Excel, Word, Powerpoint and with a minimum score of moderate knowledge and Typing Test with minimum correct words of 35 wpm.   The assessment tests can be taken in person or online/remotely through the CareerSource North Central Florida.  The applicant must contact CareerSource North Central Florida at: assessment@careersourcencfl.com to arrange testing.  

Passing scores must be received by the Human Resources Office via email at achr@alachuacounty.us no later than five business days after the posting closes. CareerSource North Central Florida is not responsible for submitting test scores to the Alachua County Human Resources Office. All scores are valid only for a period of 2 years from the date of testing.  

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

Position Summary

This is highly responsible professional and supervisory work providing executive support and maintaining administrative operating systems for the Alachua County Board of County Commissioners (BoCC) Office and/or the County Manager's Office.

The incumbent assigned to this position is responsible for supervising administrative staff and performing complex, varied administrative work. This position is responsible for directing the provision of timely, high-quality support services to the County Manager, Deputy County Manager, Assistant County Managers, Communications Office, and/or the Board of County Commissioners, including constituent services, by developing and implementing effective operating systems and procedures, exercising sound judgment and decision-making skills, and maintaining a strong focus 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. 

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 the County's core values.

 Supervises and coordinates the activities of subordinate employees including interviewing, hiring and training; determining work procedures and schedules; issuing instructions and assigning duties; reviewing work; recommending personnel actions; conducting performance reviews;  conducting departmental training and orientation; rewarding and coaching employees. Manages the information flow for the County Manager, the Assistant County Managers, the Communications Office and/or the Board of County Commissioners; manages the information flow on a variety of tasks performed independently or by subordinates to ensure satisfactory completion. Directs the maintenance of scheduling, calendars, and reservations for the County Manager,  Assistant County Managers, the Communications Office and/or the Board of County Commissioners. Processes travel requests; makes travel arrangements; processes reimbursements for travel. Establishes uniform correspondence procedures and style practices. Prepares and maintains standard operating procedures. Prepares drafts of speeches, presentations, resolutions, ordinances, contracts and administrative policies as assigned. Coordinates the preparation of routine/non-routine correspondence of a complex and/or sensitive nature on behalf of the County Manager's Office and/or the Board of County Commissioners. Reviews, prioritizes, assigns and follows-up on mail for the County Manager, Assistant County Managers, the Communications Office and/or the Board of County Commissioners. Investigates and follows-up on citizen requests for service, complaints and requests for information. Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records. Research, interpret and develop data for assigned non-routine special projects. Performs the duties listed, as well as those assigned, with professionalism and a sense of urgency. 

County Manager's Office  Supervises and coordinates administrative and clerical support for the County Manager's Office. Gathers, interprets and prepares data for studies, reports and recommendations; coordinates activities with other County departments and outside agencies as needed. Responsible for entering performance measures and processes payroll for the County Manager's Office and BOCC.
 Assists in the processing of purchasing card reconciliation. 
 Supervises and/or assists in providing administrative and clerical support to the County Manager, the Assistant County Manager, and the Communications Office.
Maintains records for copier(s) and contacts for repairs/supplies as needed.  Board of County Commissioners Office Supervises and coordinates administrative and clerical support for the Board of County Commissioners. Supervises and coordinates Board of County Commissioners processes. Develops, implements, maintains, and directs procedures to process the Chair's mail and establish filing systems for each County Commissioner. Supervises and assists in the preparation of appropriate response to constituent requests. Maintains appropriate system of checks and balances to ensure quality and timely responses are provided. Independently coordinates, schedules, researches, interprets, and develops routine and non-routine projects assigned by the higher-level positions in the County Manager and Commission offices. 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 Thorough knowledge and understanding of standard operating procedures, BOCC employee policies, automated systems, and policies applicable to local governments. Thorough knowledge of principles and practices of organizational administration and management, budgeting, and human resource management. Thorough knowledge of modern office practices and procedures; business English/vocabulary, grammar, punctuation, spelling and mathematics. Skill in the operation and use of a personal computer including word processing, spreadsheet and database software; calculator; telephone; copy machine; and fax machine. Ability to understand and ensure compliance with BOCC employee policies manual, and county standard operating procedures. Ability to prepare detailed written reports and procedures.
Ability to analyze emergency situations quickly and accurately and respond with an appropriate course of action.

Ability to develop, guide, organize and counsel staff, including the ability to effectively appraise employees' performance and propose any necessary disciplinary actions.

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 public speaking and presentations and the preparation of written reports and memorandum.

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

Ability to analyze and evaluate departmental programs, procedures and policies to ensure services are delivered efficiently and effectively. 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  

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 Firefighters Pay 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.

$58,510.40 Annually