Facilities-Senior Administrative Assistant - Charlotte County, FL

Performs responsible and varied clerical, administrative and public contact work of a diverse nature. Provides administrative support services to a department director and to immediate division or department staff personnel. Typical duties include screening calls, visitors, and mail; arranging conferences and meetings; maintaining appointment schedules; answering and handling requests for information.  Responsibilities may also involve preparing department budget; researching and compiling data from files and other sources; composing memoranda, correspondence, preparing reports, maintaining databases, and processing time and attendance records.

ESSENTIAL JOB FUNCTIONS

• Receives, screens, greets, and directs incoming calls and welcomes visitors. 
• Informs, advises, and follows-up on all customer requests/complaints received by telephone, mail or personally from citizens, elected officials, agencies, County employees and/or clients, and assists department employees in the interpretation of routine policies, rules, and regulations. 
• Composes, types, and edits routine correspondence, email, forms, reports, memos, articles, marketing materials, and other data. 
• Compiles and prepares detailed financial, statistical, and/or other specialized data for administrative and public reports and bulletins, questionnaires, and other documents from general instructions. 
• Establishes and maintains a comprehensive filing system for fiscal, administrative, and general records; periodically reviews and revises office procedures/systems to ensure smooth operations. 
• Receives and processes incoming correspondence and deliveries; processes outgoing mail. 
• Prepares and distributes agendas and material needed for meetings, conferences, public hearings; may take dictation, transcribe minutes, and maintain the official records. 
• Schedules appointments as instructed for an administrative supervisor and the immediate departmental staff; advises supervisor of important meetings; and makes travel arrangements. 
• Maintains various databases and performs data entry in multi-application computer programs. 
• Handles accounting related functions; receives payments in the form of cash, check, money order, and/or credit cards from customers; calculates change and issues receipts; prepares purchase requisitions; tracks expenditures; and processes check requests. 
• Maintains department office supplies, equipment, and materials; orders supplies and materials; and schedules preventive maintenance. 
• May prepare payroll and process departmental records such as time and attendance records and/or employee evaluations. 
• May coordinate and monitor the activities of other employees in routine clerical operations. 
• Performs basic administrative duties including written reports, memorandums, letters, and electronic correspondence, interaction with vendors, and communication through telephone and meetings. 
• Provides exceptional customer assistance, problem-solving, and/or complaint resolution by all forms of communication.