Overview

Position Title: Administrative Assistant

Company: City Of Alachua

Location: Gainesville, FL

Job Description:

An employee assigned to this classification provides a variety of routine and complex administrative work in the administration of a County government department.

Responsibilities:

  • Upon declaration of a disaster and/or emergency, employees in this classification may be required to report 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.
  • Manages and supervises assigned operations to achieve departmental goals within available resources; plans and organizes workloads and staff assignments; trains, motivates and evaluates assigned staff; reviews progress and directs changes as needed.
  • May supervise and coordinate the activities of employees including determining work procedures and schedules; issuing instructions and assigning duties; reviewing work; recommending personnel actions; conducting performance reviews; and conducting departmental training and orientation.
  • Assists in the development of short and long range plans; gathers, interprets and prepares data for studies, reports and recommendations; coordinates activities with other County departments and outside agencies as needed.
  • Provides professional advice to supervisor.
  • Communicates departmental plans, policies and procedures to staff and the general public; makes presentations to departmental supervisors, boards, commissions, civic groups and the general public as assigned.
  • Assures that assigned area(s) of responsibility are performed within budget; performs cost control activities; monitors revenues and expenditures in assigned area(s) to assure sound fiscal control; assists in the preparation of annual budget requests.
  • Evaluates departmental work procedures, schedules and workflow; studies and recommends departmental policies and procedures to improve efficiency and effectiveness of operations.
  • Maintains harmony among employees and resolves complaints and grievances; performs and assists subordinates in performing duties; adjusts employee errors and complaints.
  • Prepares a variety of departmental studies, reports and related information for decision-making purposes; conducts research and analysis and prepares recommendations regarding proposals for programs, grants, services, budget, equipment, etc.
  • Provides administrative assistance to departmental staff in meeting management;
  • Assembles background materials, prepares agendas and records action items for various meetings.
  • Prepares drafts of speeches, presentations, resolutions, ordinances, contracts and administrative policies as assigned.
  • Investigates and follows-up on citizen requests for service, complaints and requests for information.
  • Assists in the development of departmental notices, flyers, brochures, newsletters, media releases, news articles and other informational materials about programs and services.
  • Researches grant programs and prepares departmental grant applications.
  • Performs the duties listed, as well as those assigned, with professionalism and a sense of urgency.
  • Community Support Services Department: Drives a County vehicle and/or personal vehicle as required to perform duties.

Requirements:

  • Ability to use the techniques and methods of administrative analysis.
  • Ability to prepare detailed written reports and procedures.
  • Ability to establish and maintain effective working relationships with the general public and County employees and officials.
  • Ability to effectively supervise and coordinate the activities of subordinate employees.
  • Knowledge of the standard practices in the fields of local government, personnel management, budgeting and accounting.
  • Ability to communicate effectively, verbally and in writing.
  • Ability to gather and analyze data and draw conclusions.
  • Skill in the operation and use of a typewriter; personal computer including word processing, spreadsheet and data base software; calculator; telephone; copy machine; and fax machine.
  • Knowledge of modern office practices, procedures, systems and equipment.
  • Ability to select and/or devise analytical techniques and methods suited to the solution of management problems.
  • Ability to identify management problems and propose solutions.
  • Knowledge of the principles and practices of organization, management, personnel and financial administration in the operation of a County department.
  • Knowledge of the functions and operations of the assigned County department.