Administrative Specialist - Boards & Committees

Overview

Welcome, we are excited you are here.

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

Indian River County

Under the general direction of the Executive Assistant to the County Administrator, the incumbent provides skilled administrative and technical support in the recording of the county boards and committees including the management of records and their retention as required by Florida Law. Assists departments with the training of the agenda management system for the County boards and committees. Answer the telephones and assist public with inquiries.

Provides support for the County Administration office as needed. This is an in-office position.

• Serves as recording secretary for assigned committee(s). Some night committee meetings are required.
• Coordinates and schedules meetings and functions; prepares agendas, invites and tracks attendees, reserves meeting space and takes minutes as required. Prepare board orders to be sent out certified mail.
• Prepares confidential and sensitive material/documentation for meetings, workshops and presentations.
• Maintains online agendas and committee minutes.
• Develops general correspondence including but not limited to letters, memos, charts, tables, graphs, meeting minutes and business plans. Proofreads for spelling, grammar and layout; ensures accuracy and clarity of final copy.
• Maintains committee membership database, tracks and monitors vacancies, posts advertisements, coordinates the recruitment process and provides related support.
• Assists the Assistant County Administrator with administrative duties and scheduling of meetings.
• Serves as back-up for Executive Assistant; receives, answers, and directs incoming phone calls, emails, and walk-in visitors. Provides information, takes messages and refers inquiries to the proper person or office.
• Performs other duties as required.

High school diploma / GED supplemented by five years of progressively responsible experience performing a variety of administrative duties. Experience as a recording secretary, preparation of agendas, minutes and board orders preferred. Ability to attend night meetings required. An associate’s degree may be substituted for two years of experience requirement.

• Valid Florida Driver’s License
• Notary License preferred, ability to obtain within 90 days of employment

• Must possess good interpersonal and communication skills in order to serve others.
• Must be able to comprehend, speak and write the English language.
• Must be able to operate a computer using Microsoft Office software.
• Knowledge of office policies and procedures.
• Ability to operate various office equipment.
• Ability to maintain and update logs, files, and records with a high degree of accuracy.
• Ability to prepare correspondence and reports.
• Ability to record and transcribe meeting minutes.
• Ability to research documents.
• Knowledge and practice of organizational and time management skills.
• Ability to understand and follow oral and written instructions and work independently.
• Ability to analyze information and make judgment decisions.
• Ability to learn and adhere to the requirements of Sunshine Law.

The successful candidate for this position can expect work to be normally performed inside an office environment.

This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, Management reserves the right to modify, add or remove duties and assign other duties as necessary that are a logical assignment to the position.

ATTESTATION

I understand that a qualified employee or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act.

I have read the job description for the above position and understand the job duties, requirements, and responsibilities for the position. I attest that I am able to perform the essential functions as outlined in the job description either with or without accommodation. I understand that if I require accommodation, I will contact the Human Resources Department to request accommodation.

If I have any questions about the job duties described in the above job description, I should discuss them with my immediate supervisor or a member of the Human Resources staff.

I have discussed any questions I may have had about this job description prior to signing this form.

________________________________ ________________________

Employees Signature Date

________________________________ ________________________

Employees Name (Please Print) Employee Number