|Performs responsible, supervisory and office/staff work assisting the Chief Administrative Officer in technical and administrative matters. Primary duties include coordination of activities such as budget development and administration, accounting, purchasing, supervisory work directing the activities of clerical functions within the Chief Administrator's office, and similar support functions. Work also involves conducting special research projects; explaining policies and procedures; investigating complaints and recommending solutions, and preparing correspondence. This position involves work that is complicated with varied procedures and/or work methods that permit initiative and independent judgment. Work is performed under general supervision of the Chief Administrative Officer and is reviewed through evaluation of reports submitted, conferences and frequent discussions, results achieved.|
|Coordinates and assigns work for clerical staff to ensure workload is evenly distributed; monitors work through direct observation and quality control audits. Trains clerical staff in office procedures and use of all equipment; informs staff of policy and procedure changes, provides technical assistance and reviews work for completeness and compliance with established guidelines. May compile information and prepare reports and/or responses as required.
Schedules and coordinates appointments without prior clearance; advises supervisor and/or appropriate staff of important meetings; organizes and assembles material needed for meetings.
Assists in budget preparation; monitors expenditures, prepares various reports and consults with accounting, budget or purchasing personnel to resolve problems with invoices, budget transfers, requisitions, and related issues. Acquires information, compiles quarterly reports and may prepare and/or review related reports and documents..
Requisitions supplies and equipment; verifies accuracy of statements and invoices, may monitor and maintain expenditure records.
Confers, in person or by telephone with persons, requesting service or making complaints; conducts or directs necessary research and recommends appropriate action. May independently resolve problems or answer inquiries.
Explains functions and services of the department; answers difficult inquiries and customer complaints in addition to collecting, preparing, and printing of informative material relating to services provided.
Assists Chief Administrative Officer and acts with delegated authority as assigned. Studies office functions and advises on methods to improve programs, process and services; develops internal operating procedures; attends various meetings as a representative of the Chief Administrative Officer. Participates in the selection, training, counseling, evaluation and/or discipline of employees, explains policies and procedures to personnel, and prepares departmental payroll.
Conducts research for special projects; collects and analyzes data and provides recommendations regarding the appropriate course of action to solve problems and/or development of new programs; may use computer in analyzing data.
Appraises, classifies and determines importance of records.
Responsible for the storage and retrieval, inventory, retention schedules and destruction of records.
Operates computer and other office machines and duplicating equipment.
Performs other related work as assigned.
|Knowledge of policies, procedures, and practices of assigned area; basic accounting principles and practices; budget development and administration and office practices and procedures..
Considerable knowledge of Business English, spelling, and arithmetic.
Considerable knowledge of codes and regulations of assigned area.
Ability to communicate effectively, both orally and in writing.
Ability to conduct research, analyze, interpret and report findings, and to make valid conclusions and recommendations.
Ability to establish and maintain effective relationships with employees and the public.
Ability to compile data and develop written reports.
Ability to organize and coordinate various activities frequently with stringent deadlines.
Ability to plan and supervise the work of others.
Ability to accurately type 40 wpm.
Ability to operate computer, related office equipment and software/programs i.e.. Microsoft Office Suite, Novus, Kronos, financial applications, etc.
Ability to understand and follow complex written and verbal instructions.
Ability to learn codes, regulations, and procedures of assigned area.
Ability to make difficult mathematical computations accurately.
Ability to provide information correctly and concisely.
|Bachelor's degree in Public Administration, Business Administration or related area with two (2) to three (3) years administrative experience supporting a senior level executive (i.e., manager or above), with responsibility for conducting research, monitoring and maintaining complex financial records, budget preparation, and handling complaints; or an equivalent combination of education, training, and experience. Must type 40 CWPM and have a valid Florida Driver's license.
4/24/09 changed typing speed from 45 to 40