Sr. Administrative Associate
Leon County BOCC
Tallahassee, FL
Full-time
Administration / Clerical
Posted on October 4, 2021
Salary $14.88 - $24.55 Hourly
Location Facilities Management - 1907 S. Monroe St. Tallahassee, FL
Job Type Career Service Full Time
Department Office of Resource Stewardship
Job Number 015-22
Closing 10/15/2021 11:59 PM Eastern
General Description of Duties
We are taking a responsible approach to creating environments that allow us to do what we do best – remain people focused and performance driven. As part of our commitment to health and safety, COVID-19 vaccines are required for current Leon County employees, as well as all newly hired employees unless a vaccine exemption has been granted. To request an exemption form, please contact Human Resources at 850-606-2400.
GENERAL DESCRIPTION OF DUTIES
This position will assist the Office of Resource Stewardship (ORS) in providing our internal customers and the citizens of Leon County with professional and exemplary customer service. This position performs a wide variety of complex operational and program support tasks for ORS Divisions (Solid Waste, Facilities Management, Sustainability, and Parks & Recreation) which include but not limited to: work order management, accounts payables, processing receipts for p-cards, monitoring Capital Improvement Projects (CIP) expenditures, operating expenditures, processing requisitions, corresponding with vendors and assisting with administrative tasks as needed. This position provides back up support for various functions within the Department and reports to the ORS Operations Analyst.
NOTE:
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. The Job Description Questionnaire (JDQ) reflects a more detailed description of the position. Neither the job description nor the JDQ constitutes an employment agreement. Both are subject to change as the needs of the County and requirements of the job change.
ESSENTIAL DUTIES
Coordinate with Operational/Customer Service Functions, which includes tasks with operational/customer service responsibilities, various work assignments, and assist with employee performance standards and annual reviews.
Provides operational and customer service support for ORS, which manages the work order system and conducts training sessions on the work order system. Analyzes and prepares detailed work order reports to assist in close out process of the Department's budgeting plan.
Provides financial and travel support for ORS, which includes overseeing the purchase card (P-card) process. Serves as back-up to coordinate, prepare and validate accuracy of training and travel documentation. Assist in the preparation of financial and statistical summary reports and the development of the Department’s long-range capital plan.
Provides administrative support to ORS. Reviews and submits ORS bi-weekly timesheets with the required accounts/justification according to Payroll’s timeline. Reviews all ORS HR documents in the NEOGOV system and email updates to staff consistently. Provides general customer service, administrative support and back-up support for park reservations.
OTHER IMPORTANT OR MARGINAL DUTIES
None.
DIFFICULTY
Employees in positions assigned to this class perform work tasks that involve general and specific knowledge of office and program functions and activities. Work involves the application of standard office practices, judgment, and County policies and procedures.
RESPONSIBILITY
Supervision Received
This position's assignments are made in terms of broad practice, precedents, policies, and goals. Work may be reviewed for fulfillment of program objectives and conformance with departmental policy and practice. Employee must be highly autonomous.
Supervision of Others
None.
INTERNAL AND EXTERNAL CUSTOMER CONTACT
Work involves contact with employees in other departments or outside the County to obtain or supply information. Work also requires contact with vendors, contractors, and the general public.
EQUIPMENT AND TOOLS USED
Tools and equipment used include, but may not be limited to, personal computer; word processing, spreadsheet, and database software; specialized software such as Asset Essentials/work order system; and fax machine.
WORK ENVIRONMENT AND PHYSICAL DEMANDS
Work is performed in an office, indoor setting, usually seated in a chair. Work requires some walking, standing, and dexterity and speed in the operation of office equipment. Work may also require some lifting of 30 pounds or higher.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of proper formats, grammar and spelling to compose and edit correspondence. Knowledge of standard office machines, procedures and processes and filing systems. Knowledge of personal software in a Windows environment such as Word, Excel, PowerPoint, Access, Visio, Banner, and Adobe. Skill to communicate clearly and effectively. Skill to maintain computerized records. Ability to follow written and oral instructions. Must possess fast, accurate typing and word processing skills to prepare correspondence and reports. Ability to efficiently organize, prioritize, understand and meet deadlines. Ability to initiate and follow through on assignments with attention to detail. Ability to efficiently and accurately schedule meetings and events. Knowledge of basic math and bookkeeping. Ability to establish and maintain administrative processes and procedures. Ability to relate to people on a one-to-one basis with tact, diplomacy and courtesy. Ability to multi-task under pressure.
MINIMUM QUALIFICATIONS
Requires graduation from an accredited community or junior college with an Associate's degree in Business Administration, Accounting, Finance or a related field and three years of job-related experience; or a high school diploma or an equivalent and five years of job-related experience; or an equivalent combination of training and experience.
NECESSARY SPECIAL REQUIREMENTS
Must possess a valid Florida Driver's License and have a favorable record.
All Leon County employees (regular full-time and part-time, OPS, and PRN) are required to work before, during and after a Declared Local State of Emergency (DLSOE). Participation is considered a condition of employment.
Selection Guidelines:
Formal application, rating of education and experience; oral interview and reference check.
FLSA STATUS: Non-exempt. This position is clerical in nature and involves the application of standard practices and procedures.
Leon County Government offers an extensive benefit package for FULL TIME employees. EXECUTIVE LEVEL employee benefits are determined through contract negotiations. Below are some of the highlights.
- Medical Insurance-Employer and Employee Contributions
- Voluntary Dental Insurance
- Voluntary Vision Insurance
- Flexible Spending Accounts
- Group Term Life Insurance-Employer Paid
- Voluntary Supplemental Life Insurance
- Voluntary Long Term Disability Insurance
- Voluntary Legal Insurance
- Voluntary Individual Insurance Coverages with AFLAC & Colonial
- State of Florida Retirement Plan-Employer & Employee Contributions
- Voluntary 457(b) Deferred Compensation Savings for Retirement
- Retirement Savings Match-for-employees earning less than $50,000
- Annual Leave Accrual
- Sick Leave Accrual
- 3 Personal Days
- Paid Parental Leave
- Tuition Assistance Program
- Employee Assistance Program
- Loans At Work Program