BASICPURPOSE

Perform a variety of administrative duties to facilitate and support the daily activities of the CEO's Office.

ESSENTIALFUNCTIONS

•           Setup, breakdown, and attend all Board/Board Committee meetings including regularly scheduledmonthlymeetings,specialmeetings,workshops,publichearings, andcommittee meetings.
• Transcribe minutes into official documents.
• EnsureBoard/Committeemeetingquorumsaremetandmaintain Board attendance records.
•           CopyanddistributematerialsforBoard/Committeemeetings.
• Monitorwebsiteformeeting and board member accuracy.
• Add/Delete Board/Committee meetings in Granicus and Meeting Room Calendars.
•           Assist withprocessingPublicRecordRequests.
•           MaintainPublicRecordsRequestlogandtransmitformonthlywebsiteposting.
•           Signforandprocessallsubpoenas/summonsaccordingtoestablishedprocedures.
• Oversee the tracking of paper usage for the entire organization.
•           Maintaininventoryofallofficesuppliesandfood/drinks/suppliesformeetings.
•           Assistotherdepartments and outside government agencies withmeetingset-up/logisticsasneeded.
•           Back-upfor processing mail.
• Back-upwhenExecutiveAssistant/Records Managerisabsent,includinghandlingBoardand Committee meetings.
•           Otherdutiessuchasfiling,proofreading,copying,typing,andanswering phones.

MINIMUMQUALIFICATIONS

·         Education:HighschooldiplomaorG.E.D.withsupplementalcoursesortrainingin administrativestudies,businessadministration,or other related field.Must be able to obtain a valid Florida Driver’s License.

·         Experience: Three years’ experience as a secretaryor administrative assistant to a department head or manager. Experience performing a variety of secretarial/ administrativeduties,includingtheoperationofstandardofficeequipment(i.e., personal computer).Experience taking meetingnotes and transcribing into a professional document. 

KNOWLEDGE,SKILLS,ANDABILITIES

Knowledge of:  General office practices and administrative procedures; typing correspondence and other documents; the use of correct grammar, spelling, punctuation, and composition; and establishment and maintenance of record keeping systems and procedures.  Must possess a thorough knowledge of Microsoft Office and other standard computer software.

Skilledin:Proficientinbasicmathematicalcomputations; shorthandorothernotetaking technique;effective verbal communications;proper telephoneetiquette;greetingthe publicinacourteousmanner;goodinterpersonal,customerservice,andlisteningskills. Mustbehighlyorganizedanddetail oriented.Musthavegoodofficemanagementskills.

 Abilities:Establishandmaintaineffectiveworkingrelationshipswithalllevelsof employees;maintainconfidentialinformation;prioritizeworkbased on the ongoing demandsoftheCEO’sOffice;prepareclear,concise,andcompletereportsand correspondence;exercise initiative andwork independently;operatea varietyof office equipment andmachines.