Executive Assistant (Administration)
ID4214
Pay Range45,000.00
Close Date:10/8/21
Executive Assistant (Administration)
Classification Title: CCC Executive Assistant, Pay Grade: 150
Location: 315 Court Street, Room 400; Clearwater, FL 33756
If you are looking for an opportunity to utilize your secretarial expertise, the Clerk of the Circuit Court as the ideal job opportunity!!! The Clerk of the Circuit Court is looking for new members to join our team as part of one of the finest organizations in Pinellas County. Employees of the Clerk of the Circuit Court provide quality service to our public. As a member of our working team, you will occupy a position offering a unique challenge. You are, in effect, working both for your neighbors and yourself while constantly improving your community.
The employee in this position will be responsible for administrative support and secretarial work for the Clerk of the Circuit Court, as well as the Executive Director and Directors of the Court & Operational Services Division. Employees in this class perform a wide variety of complex administrative/secretarial tasks requiring initiative, independent judgment, and an extensive working knowledge of the Unified Personnel System and office-wide policies and procedures. A portion of the work entails dealing with highly confidential and sensitive issues requiring a high degree of discretion and tact and involving continual inter-departmental relations and extensive public contact. Work is performed under the general supervision of the Clerk of the Circuit Court, Executive Director, Office Manager or their designee.
Essential Job Functions:
- Provides a wide variety of administrative functions such as:
- Receives visitors and answers telephone calls from internal and external sources for the Clerk, Executive Director and Directors. Ascertains the nature of the business and personally handles those requesting routine information/appointments, and as many other routine tasks as possible. Directs remainder to appropriate office or official.
- Schedules and coordinates meetings with, and for, the Clerk, Executive Director and Directors. This may include making travel arrangements, including the preparation of reimbursement expense reports.
- Makes travel arrangements as necessary to include preparation and submittal of travel-related expenses through iExpense.
- Composes letters, emails and memoranda for signature and distribution.
- Maintains controls on correspondence, emails, requests or documents and follows up to ensure timely replies or action, to include requests for public records.
- Reads incoming mail, routes correspondence to proper official, agency or department; responds to correspondence within established guidelines.
- Researches and prepares a variety of reports and documents, including special reports, including confidential material.
- Maintains a comprehensive filing system and records for Clerk’s Administration/Court & Operational Services Division, including personnel information; and assists with the transition to a paperless environment.
- Prepares documents/records/files for retention/destruction.
- Acknowledges, responds or transfers to appropriate responding agency/department requests for public records and responds to requests for on-line access.
- Supports/assists (acts as back up to) Purchasing Operations Officer with preparation/monitoring of requisitions and purchase orders.
- Supports/assists with budget preparation and budget monitoring and prepares/updates budget reports using OPUS and Excel.
- Assists Manager and Webmaster/Communications Coordinator with administrative tasks on an as needed basis.
- Assists in planning/coordinating department and clerk-wide meetings and events.
- Gathers materials for Clerk’s speeches/presentations.
- Manages purchasing card, including preparation and submittal of expense reports for travel expenses, subscriptions, memberships, and office supplies through iExpense.
- Operates a variety of office equipment including word processing equipment, copiers and scanners.
- Performs related work as assigned or required.
Position Specific Requirements
Experience: Secretarial experience (supporting a senior level executive with excellent verbal and written communications and critical thinking skills to include advanced Excel skills, experience with electronic records management and basic budget and accounting skills).
- At least 5 years’ experience as described above.
- Associate degree and at least 3 years of experience as described above.
- Bachelor or higher-level degree and at least 1 year of experience as described above.
- An equivalent combination of education, training, and/or experience.
Knowledge, Skills, and Abilities
- Knowledge of business English, spelling, punctuation, mathematics, accounting and budgeting and modern office methods, practices and procedures, and equipment.
- Knowledge of office practices, procedures and operations and personnel procedures.
- Ability to apply computer and software applications, to include OPUS, Hyperon, Excel Microsoft, SharePoint, and other applications as needed.
- Ability to work independently and efficiently on complex and confidential administrative and secretarial tasks, compose effective and accurte correspondence and deal with non-routine and complex tasks.
- Knowledge of Public Records Retention and Destruction Policies and Procedures.
- Ability to research, compile and distribute monthly, quarterly and annual reports.
Physical/Mental Demands
The work is light work which requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. Additionally, the following physical abilities are required:
- Balancing: Maintaining body equilibrium to prevent falling while walking, standing or crouching on narrow, slippery, or erratically moving surfaces. The amount of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium.
- Feeling: Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
- Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
- Grasping: Applying pressure to an object with the fingers and palm.
- Handling: Picking, holding, or otherwise working, primarily with the whole hand.
- Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
- Mental acuity: Ability to make rational decisions through sound logic and deductive processes.
- Reaching: Extending hand(s) and arm(s) in any direction.
- Repetitive motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
- Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
- Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
- Visual acuity: Have close visual acuity such as color differentiation, depth perception, and adequate field vision.
- Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
Working Conditions
- Work is typically performed in a dynamic environment that requires sensitivity to changing goals, priorities, and needs.
This position has supplemental questions. If unable to complete all questions, you may save your answers as a draft during the application process and return at any time prior to the closing date. Please note that the application is complete upon final submission.
