Executive Administrative Assistant to the County Administrator

Flagler County is dedicated to enriching the lives of those we serve and strives to deliver a vibrant and prosperous community with a focus on providing exceptional quality of life.  As we work together to put the needs of our community first, we are also dedicated to our employees, investing in competitive compensation and comprehensive benefit plans – to take care of you and your family now, and in the future.  And with continuing education and advancement opportunities, you can build a long, successful career with us.  You’ll thrive in an environment where we build a culture of innovation by encouraging collaboration and empowering staff to facilitate positive outcomes. We understand the importance of work/life balance, having flexible work schedules and the ability to be able to afford health insurance.  That’s why our benefits are known to be some of the best around!  We offer a robust benefit package that includes low-cost health insurance, no cost onsite wellness center and gym, retirement in the Florida Retirement System, County paid basic life insurance, 13 paid holidays, generous personal leave, tuition reimbursement, longevity pay, and wellness programs to support a happier, healthier you. At Flagler County we aspire to be the catalyst that makes us an employer of choice.
 Position Summary

This is highly responsible executive secretarial work involving delegated administrative duties for the County Administrator.  Work involves performing administrative duties to relieve the County Administrator of operational details.  Work includes independently preparing correspondence, transcribing notes in typewritten form on a personal computer for detailed reports, documents and correspondence.  Work also includes considerable public contact in giving information and receiving complaints and following up on their resolution.  Considerable tact and courtesy are required in public contact work. The employee must exercise independent judgment and initiative in completing assignments and in resolving minor office operational problems.   Assists the County Administrator with special projects.  Work is performed under general supervision.

Essential Functions

• Provides support to the County Administrator.
• Coordinates appointments; processes confidential matters; and refers questions to appropriate staff member or official.
• Prepares routine correspondence for the County Administrator.
• Reviews incoming mail and documents, refers to appropriate staff members and maintains as required for records retention.
• Retains/disposes of records according to the Florida Retention Schedule
• Coordinates all travel for the County Administrator.
• Maintains administration budget.  Processes invoices, p-card transactions, make deposits and create invoices.
• Interacts with the general public and officials of governmental organizations on all levels.
• Coordinates dates, documents and website publication of agendas and backup material for the Board of County Commissioners public meetings. (i.e. Regular Meetings, Workshops, Special Meetings and Joint Meetings). 
• Distributes and files all documents signed by the BOCC as part of a Commission Meeting.
• Reviews Board of County Commissioner meetings to assist County Administrator for purpose of taking notes and action items requested from staff by the Commissioners.
• Maintains advisory board membership list, corresponds and notifies members of term expiration, verifies voter registration with the Supervisor of Elections, prepares agenda items for new members, resignation of members and notification of members on appointments. 
• Prepares the Report of Minority and Physically Disabled Appointments to the Bureau of Elections. 
• Acts as the Florida Commission on Ethics Financial Disclosure Coordinator for Flagler County. 
• Assists Executive Assistant to Board of County Commissioners and Deputy County Administrator in performance of duties and responsibilities.
• Performs related work as required.
• In the event of an emergency, all employees are considered essential personnel and may be required to perform alternate duties.

These essential functions are not to be construed as a complete statement of all duties performed.  All employees will be required to perform other job related duties as requested.

Minimum Qualifications

• Graduation from high school or equivalent, with supplemental coursework in computer literacy and keyboarding.
• A minimum of 6 years’ experience performing high level administrative work.
• Must possess a valid state of Florida driver’s license.
• Any equivalent combination of related training, education and experience may be substituted on a year-for-year basis.

Flagler County, Florida is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Flagler County, Florida will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Knowledge, Skills and Abilities

• Thorough knowledge of secretarial procedures and practices including correspondence preparation, filing systems and ability to communicate effectively, both orally and in writing.
• Thorough knowledge of the rules, regulations, procedures and functions of the office to which assigned, and the organizational structure of county government.
• Ability to deal with people in a tactful and effective manner and to use judgment and discretion in disseminating information.
• Ability to operate computer, proficiently use computer and other relevant office systems/equipment.
• Ability to work independently on complex and confidential tasks.
• Ability to perform assignments on the basis of general outlines or directions without specific instructions as to details and to perform continuing assignments independently.
• Ability to serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of the County’s Ethics and Conflict of Interest Policies.
• Ability to establish and maintain effective working relationships with the general public, co-workers, elected and appointed officials and members of diverse cultural and linguistic backgrounds regardless of race, religion, age, sex, disability, political affiliation or sexual orientation. 

 Physical Requirements

Physical demand: Light

• 20 lbs. maximum lifting.
• Some lifting, carrying, pushing, and pulling.
• Some walking or standing may be required.
• Good eyesight for production or safety of self and others.
• Position requires good hand dexterity for operating equipment; ability to hear, comprehend and respond to patrons, co-workers and supervisors both orally and in writing. 

Subject to working in adverse weather conditions.