Administrative Aide

$39,021 - $39,021/Yr

Okeechobee Board of County Commissioners - Okeechobee, FL

Full-time - Entry Level

Okeechobee, FL

About the position

The Administrative Aide position is a full-time role responsible for providing secretarial and clerical support within the county government administration. This role involves handling sensitive information, coordinating office work, and assisting the Assistant to the County Administrator with various administrative tasks. The position requires effective communication and organizational skills to manage office operations and support the Board of County Commissioners.

Responsibilities

• Performs duties of a staff assistant nature and participates directly in the work of the individual(s) supported.
• Secures details of specialized information, coordinating office work and providing information regarding the services and operation of the office.
• Functions as an office receptionist.
• Provides secretarial support to the Assistant to the County Administrator, including calendaring/scheduling, travel coordination, and expense reconciliation.
• Takes notes and minutes of conferences, meetings, and functions as assigned.
• Handles various duties relating to the Board of County Commissioners as assigned.
• Assists and serves as backup to the Assistant to County Administrator, scheduling, and processing materials for Board meetings, preparing proclamations and/or agenda items.
• Assists with records retention and archiving of records.
• May assist with social media and website posting consistent with procedures.
• Responsible for the use of a County-issued purchasing card for registrations, office supplies, refreshments, etc.
• Maintains office supplies.
• Answers all incoming calls from the main switchboard and responds to citizen concerns via phone, email, and/or in person.
• Coordinates and communicates professionally with Commissioners, Administration, Department Staff, and outside agencies.
• Assists with Board Meeting logistics, including preparation of facilities, documentation, refreshments, etc.
• Observes maintenance issues and prepares work orders to ensure upkeep of shared County facilities.
• Prepares forms, composes letters, prepares reports, schedules, project manuals, booklets, requisitions, purchase orders and related paperwork using PC-based word processing software.
• Creates and maintains specialized office files.
• Responsible for file management and integrity.
• Assembles information for others' use.
• May be assigned to open, prioritize and process mail.
• Performs billing functions.
• Types information or enters data into computer containing technical terminology.
• Retrieves data for reports.
• Performs research and retrieval of records.
• Conducts statistical comparisons of information.
• Assists in the preparation and maintenance of department records.

Requirements

• High school graduation or possession of an acceptable equivalency diploma.
• Two (2) years' work experience involving secretarial/clerical duties including the operation of a personal computer, keyboard, or similar data entry equipment.
• Knowledge of business English, spelling and punctuation, in order to create, compose and edit written materials.
• Knowledge of office practices and procedures.
• Knowledge of mathematics.
• Ability to gain knowledge of the unit's policies, procedures and practices.
• Ability to establish and maintain effective working relationships with employees and the public.
• Ability to access, input and retrieve information from a computer.
• Ability to communicate using writing, speaking, hearing and visual skills.
• Ability to maintain confidentiality of records and information.
• Skill in the operation of a PC, keyboard, word processing and/or data entry.
• Skill in organizing and coordinating.

Benefits

• Full-time position with a competitive hourly wage of $18.76.