Administrative Assistant (Facilities)

Duties and Responsibilities

Note: The following duties are illustrative and not exhaustive. 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. Depending on assigned area of responsibility, incumbents in the position may perform one or more of the activities described below.

• Maintains basic manual and automated file systems or assists in the maintenance of a large, complex system.
• Codes, classifies, posts and compiles information for use by others.
• Receives, verifies, and registers documents; assigns file number and affixes seal as appropriate.
• Reviews forms, documents and other materials for accuracy and completeness.
• Provides assistance to staff and public as required.
• Responds to inquiries and searches files for requested information.
• Compiles data, computes and verifies figures.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Maintains logs and records of equipment, inventory, costs, services performed, documents received, and charges to be assessed; may also maintain employee attendance and leave records.
• Maintains office supplies inventory by checking stock to determine inventory level, anticipates needed supplies, places, and expedites orders for supplies, and verifies receipt of supplies.
• Operates office equipment such as adding machines, copiers, telephones, shredders, and postage meters.
• Types forms, vouchers, requisitions, invoices, notices, schedules, legal documents, and other materials; types from rough drafts or combines data from multiple sources.
• Trains, provides guidance, and reviews work of others for completeness and accuracy.
• May be assigned the primary responsibility to drive a motor vehicle to deliver mail and/or supplies to field offices or other county facilities.
• Greets and receives callers or visitors in an office and ascertains nature of business and provides general support where applicable.
• Conducts office functions such as conducting inventory, receiving, and filing documents, prepare reports, etc.; may also maintain employee attendance. Writes or types of bills, statements, receipts, checks, correspondence, or other documents, copying information from one record to another.  Requires simple computations and verifying of figures.
• Organize and schedules meeting and appointments and sorts and delivers incoming mail.
• Other related duties as assigned.

Job Specifications

• Knowledge of English grammar, punctuation, and spelling.
• Ability to maintain and file records.
• Ability to proof own work and the work of other clerical personnel.
• Ability to perform accurate computations and verification of data.
• Ability to coordinate the work of other clerical employees.
• Ability to instruct new employees.
• Ability to follow oral and written instructions and the ability to work effectively with others.
• Knowledge of, and ability to operate data processing, word processing and other office equipment.
• Ability to type, prioritize work and to perform other clerical duties such as filing, answering the phone, and compiling figures for routine reports.
• Ability to use a computer and related software

Physical Requirements

• Position typically operates in a professional office environment.
• Requires an employee to be mostly sedentary.
• May require an incumbent to lift boxes up to 30 pounds, open filing cabinets, and bend/stand as necessary.

Work Category

• Sedentary work - Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.  Sedentary work involves sitting most of the time.  Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Minimum Qualifications Required

• Graduation from high school or possession of a GED Certificate; AND
• Two (2) years of clerical experience; OR
• An equivalent combination of education (not less than possession of a high school diploma/GED), training, and experience that would reasonably be expected to provide the job-related competencies noted above.
• Based on area of assignment may require possession of a valid Florida Driver’s License.