The Clerk of the Circuit Court as an elected Constitutional Officer responsible for safeguarding all public records and funds, is seeking a service minded Executive Assistant. This position will provide support to senior staff members as well as respond to public inquiries in an efficient, professional and confidential manner. The employee in this position will be responsible for a broad range of complex administrative support and secretarial functions for the Clerk of the Circuit Court, as well as the Executive Director and Directors of the Court & Operational Services Division requiring initiative, independent judgment and critical thinking skills. 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. An extensive working knowledge of the Unified Personnel System and office-wide policies and procedures is a plus. Work is performed under the general supervision of the Clerk of the Circuit Court, Executive Director, Office Manager or their designee.
Minimum Qualification Requirements
- 5 years of administrative experience supporting a senior level executive with excellent communication (verbal and written) and critical thinking skills to include advanced Excel skills, experience with electronic records management and basic budget and accounting skills.
- An Associate’s degree with 3 years of administrative experience supporting a senior level executive with excellent communication (verbal and written) and critical thinking skills to include advanced Excel skills, experience with electronic records management and basic budget and accounting skills.
- A Bachelor’s or higher level degree with 1 year of administrative experience supporting a senior level executive with excellent communication (verbal and written) and critical thinking skills to include advanced Excel skills, experience with electronic records management and basic budget and accounting skills.
- An equivalent combination of education, training, and/or experience.
Highly Desirable
- Experience in process and procedures involved in record retention and destruction.
- Experience in basic budget and accounting skills.
- Experience working with/supporting a senior level executive.
- Critical and logical thinking skills, independent judgement and initiative
Illustrative Tasks (These are examples and are not all inclusive.)
- 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 and 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 Excel, OPUS (integrated countywide financial and human resources platform).
- 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 (expense reporting and reimbursement system).
- Operates a variety of office equipment including word processing equipment, copiers and scanners.
- Performs related work as assigned or required.
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 Excel Microsoft, SharePoint, OPUS and Hyperion (budgeting software) and other applications as needed.
- Ability to work independently and efficiently on complex and confidential administrative and secretarial tasks, compose effective and accurate 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.
- https://chc.tbe.taleo.net/chc01/ats/careers/requisition.jsp?org=PCG&cws=1&rid=2408
- https://www.indeed.com/viewjob?jk=279c47fe0c97ff38&l=Tampa,+FL&tk=1cmmleh072u568qr&from=ja&alid=5b6295b7800e6b6778249c13&utm_source=jobseeker_emails&utm_medium=email&utm_campaign=job_alerts&rgtk=1cmmleh072u568qr
