Administrative Assistant

Job Description

Job Description

Starting Salary $47,249

Reports To : Chief of Staff

Purpose and Scope : Provides administrative support

Essential Functions:

• Prepares monthly productivity data for team members.
• Collects data from agency tax/cashiering system.
• Provides administrative support for departmental projects including:
  • Data collection for varied business lines or phases of work (refunds, correspondence…)
  • Proofreads agency publications including annual Tax Planner, training materials…
  • Monitors payment status of real properties (Installment plan (IPP), pro-rations, inactive PINs)
• Answers and responds to calls related to Tax Deed auction.
• Analyzes metrics and reports irregularities to Chief of Staff.
• Prepares various reports, correspondence and presentations.
• Serves as a team member on small-scale problem-solving projects.
• Assists with entry and assignment of Service Desk tickets.
• Coordinates departmental purchasing and out-of-area travel.
• Answers phone, providing detailed messaging and resolution as needed.
• Prepares/sends written correspondence at the direction of Chief of Staff.

Qualifications and Experience:

• At least 60 hours of college level coursework and three years of progressively responsible administrative work involving use of discretion and independent judgment; proficiency with MS Office Suite/Excel; superior written and verbal communication skills; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
• In accordance with Florida Statute 322, selected applicant must possess a valid Class E or higher driver's license; not learner's license and be at least 21 years of age. Selected applicants must have no cancellations, suspensions, or revocations of the driving privilege for a minimum of three (3) years prior to employment and must also maintain a driving record with no more than three (3) chargeable motor vehicle crash or any violation defined in Chapter 316, Florida Statutes during any consecutive (3) year period of employment.
• Applicants being considered for employment will be required to submit to a fingerprint-based background investigation, which will include a check of the criminal history records of the FBI. Driver Licenses Examiners must meet the background standards outlined in Florida Statute 435.04, and Federal Regulations 384.228 and 1572.103. This includes, but is not limited to, not having any criminal convictions for alcohol or drug-related offenses within 10 years prior to employment and maintaining this throughout employment.

Critical Competencies for Success:

Information Analysis:

• Ability to gather, review and analyze data and written correspondence
• Ability to interpret data and information to support timely, reasoned decisions

Interpersonal Skills:

• Strong commitment to client service (internal and external)
• Ability to communicate complex thoughts, ideas and concepts effectively to ensure understanding
• Self-motivated and results-oriented; a self-starter driven to succeed in a fast-paced environment
• Demonstrates a sense of urgency and commitment to achieve goals
• Takes initiative to pro-actively address client concerns and issues

Agility:

• Ability to be adaptable to procedural changes and statutory interpretations
• Thrives in a fast-paced service culture and is tenacious about achieving operational excellence

Learning:

• Proactively continues growth by seeking opportunities to learn new things
• Uses a “lessons learned” approach in evaluating activities
• Puts new concepts and information to use quickly

Teamwork:

• Works cooperatively with others
• Listens and is open to team members ideas
• Offers constructive feedback
• Provides assistance when asked

WORK CONDITIONS:

Physical Ability

Tasks require the ability to exert light physical effort in sedentary to light work, but which

may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10

pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Sensory Requirements

Some tasks require the ability to perceive and discriminate visual cues or signals,

and to communicate orally and in writing.

Environmental Factors

Essential functions are regularly performed without exposure to adverse

environmental conditions.

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