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Administrative Support Specialist

2 months ago

Palatka, Florida, United States Putnam County, FL BOCC Full time
Salary: $15.00 Hourly

Location : Palatka, FL

Job Type: Full-time

Department: Planning & Development

General Overview

This full-time, hourly role reports to the Planning Manager or designated representative. The position entails performing complex clerical and administrative coordination tasks. Employees may operate under the guidance of an administrative supervisor and/or assist supervisors overseeing a small organizational unit.
Key Responsibilities

  1. Execute administrative tasks and support the work of the assigned executive director. Gather specialized information, coordinate office activities, and provide insights regarding the services and operations of the unit.
  2. Maintain appointment calendars and organize meetings. Screen and direct calls to appropriate personnel. Take notes and minutes during conferences and meetings as required.
  3. Prepare forms and draft correspondence. Establish and manage specialized office files. Organize letters, reports, and related technical documents. Compile information for others' use. Sort, prioritize, and manage incoming mail.
  4. Utilize PC-based word processing software to type and process letters, forms, reports, schedules, manuals, booklets, requisitions, purchase orders, and related documentation. Input information or data into systems with technical terminology. Retrieve data for reporting purposes.
  5. Conduct research and retrieve records. Perform statistical comparisons of information. Assist in the preparation and upkeep of departmental records.
  6. Support budget preparation and monitoring activities.
  7. Oversee office management functions and coordination.
  8. Manage office supplies for the department.
  9. Prepare and maintain contract documentation.
  10. May be required to assist with emergency support functions during emergencies or related duties.
  11. Perform other duties as assigned.
(These key responsibilities are not exhaustive and employees may be required to undertake additional job-related tasks as necessary.)
Minimum Qualifications

Knowledge, Skills, and Abilities
  1. Proficient in English, spelling, and punctuation for document preparation and letter composition.
  2. Familiarity with office practices and procedures.
  3. Basic understanding of mathematics.
  4. Awareness of the unit and County's policies, procedures, and practices.
  5. Ability to establish and maintain effective working relationships with colleagues and the public.
  6. Capable of accurately taking meeting notes.
  7. Effective communication skills, both verbal and written.
  8. Adept at analyzing various administrative challenges and making sound recommendations.
  9. Proficient in operating a PC and keyboard.
Education and Experience
  1. Associate's degree in administration, business, or a related field.
  2. Four (4) years of progressively responsible experience in staff assistance and advanced clerical support roles.
(Equivalent training, education, or experience may be considered for minimum qualifications.)

Licenses, Certifications, or Registrations
  1. Possession and maintenance of a valid Florida Driver's License.
Essential Physical Skills
  1. Acceptable eyesight (with or without correction).
  2. Acceptable hearing (with or without hearing aid).
  3. Ability to communicate effectively both orally and in writing.
  4. Ability to access file cabinets for filing and data retrieval.
  5. Ability to sit at a desk and view a display screen for extended periods.
  6. Ability to enter data at a prescribed speed.
  7. Ability to type at a minimum of 40 correct words per minute.
Environmental Conditions
  1. Work is performed indoors in an office setting.
(Reasonable accommodations will be made for qualified individuals with disabilities.)

The Putnam County Board of County Commissioners is committed to attracting and retaining a talented workforce by offering a competitive benefits program. We believe in supporting the health and financial well-being of our employees and their families. Below is a summary of the County Benefits for full-time employees:

Core Benefits

• Medical/Health Insurance

• Employee Life Insurance (up to $50,000)

• Dental Insurance

• Vision Insurance

• Florida Retirement System

• Employee Assistance Program

Optional Benefits

• Supplemental & Dependent Life Insurance

• Deferred Retirement Program (ICMA, Nationwide, & Valic)

• Flexible Spending Accounts - Administrative fees covered by Putnam County.

• Tuition Assistance Program - Subject to budgetary constraints.

Florida Retirement System (FRS) provides retirement income options for vested employees and their families upon retirement, disability, or death prior to retirement.

Tuition Assistance Program for Board of County Commissioner employees offers reimbursement for educational assistance funds. Contact Human Resources for program details.

Holidays include:

New Year's Day
Martin Luther King Jr. Day
Good Friday
Memorial Day
Independence Day
Labor Day
Veteran's Day
Thanksgiving Day
Day after Thanksgiving
Christmas Eve
Christmas Day
Birthday Holiday - (for Board of County Commissioner employees only)

Annual (Vacation) Leave - Regular full-time employees earn between 90 to 150 hours based on classification and length of service.

Sick Leave - Regular full-time employees accrue sick leave at a rate of 13 days per year. Part-time employees accrue sick leave on a pro-rata basis.

Other Benefits
Bereavement Leave
Cost Saving Incentive Program
Employee of the Quarter Program
Jury Duty Pay