Office Administrator to County Administration

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Take a peek at what our beautiful County has to offer – Indian River County

Performs a broad range of diverse executive level assistance and administrative support to the Deputy County Administrator and Assistant County Administrator. Manages Deputy and Assistant County Administrator’s calendar - schedules appointments, performs intake of visitors, and coordinates meetings. Receives and processes inquiries and/or customer concerns, refers to the appropriate department, and follows up to ensure matters are addressed/resolved. Responsible for advanced administrative work assisting the Executive Assistant to the County Administrator with daily office operation for County Administration to ensure effective and efficient operation of the County.

This is an in-office position.

• Performs a variety of complex administrative tasks associated with managing office activities.
• Ensures communication between Deputy and Assistant County Administrators, departments, elected officials, and customers (the public) is handled professionally and responsively.
• Reviews and checks records, forms and other documents for accuracy, completeness and conformance to rules and regulations.
• Maintains and monitors a suspense file/database or electronic tracking system to ensure all County Administration tasks and items are followed up in a timely manner.
• Develops and supervises the maintenance of filing systems; develops office procedures.
• Takes and prepares minutes for Senior Leadership Team Meetings, if Executive Assistant to County Administrator is not available.
• Serves as the Secondary Board of County Commission Agenda Coordinator. Utilizes the electronic agenda program and coordinates preparation of the County Commission agenda for Regular and Special Call Meetings/Workshops and ensures the agenda is posted to the County website.
• Collects information and data and compiles for reports on various assigned projects.
• Maintains a Deputy and Assistant County Administration Read File.
• Opens, screens, prioritizes, reviews and route mail.
• Reviews, screens, and responds to emails.
• Interviews visitors to the Deputy and Assistant County Administrator's office and attempts to solve problems without further referral.
• Independently reads, classifies, refers, and/or answers memos, reports, and correspondence.
• Processes purchasing requisitions and handles matters related to procurement for County Administration.
• Coordinates, documents, and processes travel for County Administration.
• Initiates and completes special projects as directed by the Deputy County Administrator or Assistant County Administrator.
• Provides advice and assistance on behalf of the Deputy and Assistant County Administrator when appropriate.
• Performs related work as requested or assigned.

An associate’s degree in public or business administration, organizational management, communications, or related field from an accredited college or university. Bachelor’s degree preferred.

At least two (2) years of progressively responsible experience as an administrative or executive assistant. A comparable amount of relevant training and experience may be substituted for minimum requirements.

• Certified Administrative Professional preferred.

Knowledge of modern office management methods and procedures to promote effective and efficient management of County Administration.

Knowledge of administrative-level support functions to support the County Administration.

Knowledge and practice of effective organization and time management skills.

Knowledge and understanding of local government operations.

Must possess excellent interpersonal and communication skills to serve others.

Ability to work in a fast-paced environment that demands sensitivity to confidential matters.

Ability to analyze and solve administrative problems and render advice and assistance.

Ability to understand and follow oral and written instructions.

Ability to work independently.

Ability to analyze information and make judgment decisions.

Must be able to comprehend, speak and write the English language.

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