This is a highly responsible and advanced clerical, administrative position that requires expert Microsoft Office skills and reports directly to the Clerk & Comptroller. This position supports, initiates, and coordinates the administrative functions required by the Clerk & Comptroller.Additionally, the Executive Assistant provides back-up support to the Chief Administrative Officer and the Chief Operations Officer and works collaboratively with their assistants. The Executive Assistant will interact with teammates, at all levels, in a fast-paced environment remaining flexible, proactive, resourceful, and efficient. The Executive Assistant must be creative and enjoy working within a mission- and results-driven and community-oriented organization.This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities. This position involves a high degree of confidentiality with minimal supervision. The ideal individual exercises good judgment in a variety of situations, shows initiative and sound decision making, has excellent written and verbal communication, administrative, interpersonal, and organizational skills, maintains a realistic balance among multiple priorities, obtains a working knowledge of all aspects of the organization, and is well organized.Responsibilities:Manage incoming email for the Clerk & Comptroller. Notify the Clerk of time sensitive issues.Open, read, sort, and analyze incoming memos, correspondence, faxes, and emails of the department, and distribute as needed to the appropriate department or individual. Manage multiple email boxes.Process customer inquiries over the phone, in person, via email, and post mail; refer customers to the appropriate department and provide follow up. Screen visitors and incoming calls, directing only those individuals who cannot be assisted by Directors, Chief Officers, or other County departments to the Clerk & Comptroller.Manage the Clerk???s extremely active calendar, make appointments, schedule meetings, book physical or virtual meeting rooms, prepare agendas and other materials, arrange conference calls, send invitations and reminders as needed, prioritize important matters, and develop, compile, and distribute meeting materials. Coordinate schedule for Clerk & Comptroller for in-person or virtual meetings. If materials are required prior to a meeting or the returning of a phone message,assemble the relevant information and documents for the Clerk & Comptroller. Organize, coordinate, and schedule executive and management team meetings and other meetings as directed by Clerk or Chiefs.Accurately take minutes during meetings as requested and distribute.Work closely with and keep the Clerk well informed of and prepared for upcoming commitments and responsibilities, following up appropriately.Anticipate Clerk???s needs in advance of meetings, events, conferences, presentations, etc.Register Clerk and approved teammates for events and conferences and book hotels. Provide detailed travel itinerary to the Clerk. Complete travel request forms and expense reports for the Clerk.Coordinate special projects as required or directed by the Clerk & Comptroller.Perform minor accounting and bookkeeping duties. Maintain records of administration???s purchases, enter invoice payments and appropriate back-up documentation into the financial system for payment.Replenish office supplies. Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, evaluate new office products, place orders for supplies, and verify receipt of supplies. Shop and run errands for Office.Attend business meetings and training's as required.Travel to various locations to perform job duties as required to support the Clerk & Comptroller.Working hours: 8:00 AM - 5:00 PMSkills:Ability to work effectively with minimal supervision, multitask, and prioritize tasks; possess excellent time management skills and well-developed organizational skills to meet deadlines with quality work product.Shows exceptional attention to detail. Has strong problem-solving and decision-making skills.Possess a thorough working knowledge of modern office practices and procedures and the use of office machines and equipment. Must possess or have the ability to develop a working knowledge of the internal organization and organizational structure of local and state governmental offices.Must have or has the ability to obtain knowledge of the law as it pertains to county government with the ability to understand and interpret policies and procedures clearly and accurately.Ability to determine management, administrative, and secretarial needs in carrying out the directives of the Clerk & Comptroller. Will use a PC, scanner, copier, calculator, and general office equipment in the performance of duties. Must possess the ability to use a keyboard with speed and accuracy.Applicant must be computer literate and skilled in Microsoft Word, PowerPoint, Excel, and Outlook software packages.Ability to work with confidential and/or sensitive data while complying with state and federal legal regulations and legal advice restrictions for the Clerk & Comptroller's Office.Ability to establish and maintain effective working relationships with administrative and supervisory staff, co-workers, subordinates, media, representatives from all levels of government, civic organizations, business professionals, and the general public.Ability to carry out the directives of the Clerk & Comptroller; and perform job responsibilities without frequent consultation with others, operating within the broad framework of established policies and procedures.Must be flexible, with the ability to move work locations on short notice and operate and maintain schedules under trying/stressful conditions. Ability to sit for long periods of time while concentrating on repetitious or complex tasks with frequent interruptions, deadline constraints, and workload surges.Position and duty location may vary between East and West side of the County based on workload.Travel will be required.Education:High SchoolExperience:1-4 yearsQualifications:Graduation from an accredited high school or possess an acceptable equivalency. Undergraduate or specialized training, certification, or education in a complimentary or related field preferred.Six years??? experience performing complex clerical duties. Prefer at least two of the six years working within a governmental entity. Must be able to use Microsoft Office suite; advanced skills in Microsoft Outlook preferred. A comparable amount of training and/or experience may be substituted for the minimum qualifications.Basic skills testing such as typing, spelling, grammar, and math are required for this position. Must be a Public Notary or the ability to obtain one.Valid driver's license required. Join us for Open House Interviews every Monday and Wednesday between 8:30-10am at our office - 33 Ponce de Leon Blvd in Brooksville. Apply directly to this posting. You will not be considered if you do not have a resume uploaded with your application. If you need a time to meet outside of our Open Houses, contact us directly at 352-796-6000.For immediate consideration, please email your resume to TiffanyCampbell@spherion.comSpherion has helped thousands of people just like you find work happiness! Our experienced staff will listen carefully to your employment needs and then work diligently to match your skills and qualifications to the right job and company. No one works harder for you than Spherion. EEO Employer: Race, Religion, Color, National Origin, Citizenship, Sex, Sexual Orientation, Gender Identity, Age, Disability, Ancestry, Veteran Status, Genetic Information, Service in the Uniformed Services or any other classification protected by law.
This is a highly responsible and advanced clerical, administrative position that requires expert Microsoft Office skills and reports directly to the Clerk & Comptroller. This position supports, initiates, and coordinates the administrative functions required by the Clerk & Comptroller.Additionally, the Executive Assistant provides back-up support to the Chief Administrative Officer and the Chief Operations Officer and works collaboratively with their assistants. The Executive Assistant will interact with teammates, at all levels, in a fast-paced environment remaining flexible, proactive, resourceful, and efficient. The Executive Assistant must be creative and enjoy working within a mission- and results-driven and community-oriented organization.This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities. This position involves a high degree of confidentiality with minimal supervision. The ideal individual exercises good judgment in a variety of situations, shows initiative and sound decision making, has excellent written and verbal communication, administrative, interpersonal, and organizational skills, maintains a realistic balance among multiple priorities, obtains a working knowledge of all aspects of the organization, and is well organized.Responsibilities:Manage incoming email for the Clerk & Comptroller. Notify the Clerk of time sensitive issues.Open, read, sort, and analyze incoming memos, correspondence, faxes, and emails of the department, and distribute as needed to the appropriate department or individual. Manage multiple email boxes.Process customer inquiries over the phone, in person, via email, and post mail; refer customers to the appropriate department and provide follow up. Screen visitors and incoming calls, directing only those individuals who cannot be assisted by Directors, Chief Officers, or other County departments to the Clerk & Comptroller.Manage the Clerk???s extremely active calendar, make appointments, schedule meetings, book physical or virtual meeting rooms, prepare agendas and other materials, arrange conference calls, send invitations and reminders as needed, prioritize important matters, and develop, compile, and distribute meeting materials. Coordinate schedule for Clerk & Comptroller for in-person or virtual meetings. If materials are required prior to a meeting or the returning of a phone message,assemble the relevant information and documents for the Clerk & Comptroller. Organize, coordinate, and schedule executive and management team meetings and other meetings as directed by Clerk or Chiefs.Accurately take minutes during meetings as requested and distribute.Work closely with and keep the Clerk well informed of and prepared for upcoming commitments and responsibilities, following up appropriately.Anticipate Clerk???s needs in advance of meetings, events, conferences, presentations, etc.Register Clerk and approved teammates for events and conferences and book hotels. Provide detailed travel itinerary to the Clerk. Complete travel request forms and expense reports for the Clerk.Coordinate special projects as required or directed by the Clerk & Comptroller.Perform minor accounting and bookkeeping duties. Maintain records of administration???s purchases, enter invoice payments and appropriate back-up documentation into the financial system for payment.Replenish office supplies. Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, evaluate new office products, place orders for supplies, and verify receipt of supplies. Shop and run errands for Office.Attend business meetings and training's as required.Travel to various locations to perform job duties as required to support the Clerk & Comptroller.Working hours: 8:00 AM - 5:00 PMSkills:Ability to work effectively with minimal supervision, multitask, and prioritize tasks; possess excellent time management skills and well-developed organizational skills to meet deadlines with quality work product.Shows exceptional attention to detail. Has strong problem-solving and decision-making skills.Possess a thorough working knowledge of modern office practices and procedures and the use of office machines and equipment. Must possess or have the ability to develop a working knowledge of the internal organization and organizational structure of local and state governmental offices.Must have or has the ability to obtain knowledge of the law as it pertains to county government with the ability to understand and interpret policies and procedures clearly and accurately.Ability to determine management, administrative, and secretarial needs in carrying out the directives of the Clerk & Comptroller. Will use a PC, scanner, copier, calculator, and general office equipment in the performance of duties. Must possess the ability to use a keyboard with speed and accuracy.Applicant must be computer literate and skilled in Microsoft Word, PowerPoint, Excel, and Outlook software packages.Ability to work with confidential and/or sensitive data while complying with state and federal legal regulations and legal advice restrictions for the Clerk & Comptroller's Office.Ability to establish and maintain effective working relationships with administrative and supervisory staff, co-workers, subordinates, media, representatives from all levels of government, civic organizations, business professionals, and the general public.Ability to carry out the directives of the Clerk & Comptroller; and perform job responsibilities without frequent consultation with others, operating within the broad framework of established policies and procedures.Must be flexible, with the ability to move work locations on short notice and operate and maintain schedules under trying/stressful conditions. Ability to sit for long periods of time while concentrating on repetitious or complex tasks with frequent interruptions, deadline constraints, and workload surges.Position and duty location may vary between East and West side of the County based on workload.Travel will be required.Education:High SchoolExperience:1-4 yearsQualifications:Graduation from an accredited high school or possess an acceptable equivalency. Undergraduate or specialized training, certification, or education in a complimentary or related field preferred.Six years??? experience performing complex clerical duties. Prefer at least two of the six years working within a governmental entity. Must be able to use Microsoft Office suite; advanced skills in Microsoft Outlook preferred. A comparable amount of training and/or experience may be substituted for the minimum qualifications.Basic skills testing such as typing, spelling, grammar, and math are required for this position. Must be a Public Notary or the ability to obtain one.Valid driver's license required. Join us for Open House Interviews every Monday and Wednesday between 8:30-10am at our office - 33 Ponce de Leon Blvd in Brooksville. Apply directly to this posting. You will not be considered if you do not have a resume uploaded with your application. If you need a time to meet outside of our Open Houses, contact us directly at 352-796-6000.For immediate consideration, please email your resume to TiffanyCampbell@spherion.comSpherion has helped thousands of people just like you find work happiness! Our experienced staff will listen carefully to your employment needs and then work diligently to match your skills and qualifications to the right job and company. No one works harder for you than Spherion. EEO Employer: Race, Religion, Color, National Origin, Citizenship, Sex, Sexual Orientation, Gender Identity, Age, Disability, Ancestry, Veteran Status, Genetic Information, Service in the Uniformed Services or any other classification protected by law.