Administrative Assistant - Orlando, United States - Orange County Government

Orange County Government
Orange County Government
Verified Company
Orlando, United States

3 weeks ago

Mark Lane

Posted by:

Mark Lane

beBee recruiter
Description

Job ID

  • 34722
    Location
Environmental Protection


Full/Part Time

  • Full-Time
    Regular/Temporary
  • Regular***
    Overview:At Orange County Government, we are proud to serve the public with integrity, honesty, fairness, and professionalism. We develop innovative policies and services that impact Central Florida and shape the future of our community.
Orange County Environmental Protection Division (EPD) is seeking a motivated, organized individual to fill the position of
_Administrative Assistant_.

This position plays a critical role in performing a number of EPD's essential and administrative functions that support a wide range of operations such as conducting research and compiling data, and various administrative and confidential duties supporting the Division Manager.


Representative Duties:

Provides information on county policies and procedures to county employees and citizens. Conducts research, data collection and analysis of information for use in reports, presentations and meetings.

Provides administrative support for any board or committee established and maintained by department. Prepares board or committee decisions for presentation to the Board of County Commissioners. Records, transcribes and publishes from audio tapes or written notes/formal board minutes.


Prepare correspondence submitted to the Board of County Commissioners (BCC) and the Environmental Protection Commission (EPC) (e.g., staff reports, memos, requests for public hearing).

Composes, proofreads and edits division correspondences, documents, memos, spreadsheet, minutes, logs, and reports for final approval or signature of divisional manager.

Ensures appeals and public hearings requests are handled in a timely manner. Interacts with elected officials, consultants, County staff members and the general public.


Schedules, coordinate and prepares meetings and agendas; collects and provides support materials, coordinates staff reports and prepares consolidation of reports for use by appropriate staff, consultants and other interested parties.


Maintain EPD's agenda for all BCC, EPC, Development Review Committee (DRC), Planning and Zoning Commission, Board of Zoning Adjustment, Land Planning Agency, etc.

items.


Track current status of requests for public hearing, notices of public hearing, staff reports, memos, PowerPoint presentations, meetings with Commissioners, County Administrator Senior Staff meetings.


Coordinate with Agenda Development and PEDS Department Office to ensure all required items and information are provided in a timely manner.


Schedule all meetings involving the Manager, Assistant Managers, and Environmental Program Administrators of EPD, including all external and internal meetings.


Prepare correspondence related to personnel issues for over one hundred full-time staff, several on-call staff, and paid and unpaid interns for EPD, including requests to fill, hiring memos, promotion memos, disciplinary actions, etc.


Provide administrative support and assistance to the Manager and Assistant Managers of EPD working under the direct supervision of the Manager of EPD.


Maintain personnel files for over hundred full-time and part-time staff, including a significant amount of training, and tracking all annual performance evaluations to ensure they are submitted in a timely manner.

Maintain and update the schedule to ensure EPD has front desk coverage during all normal business hours.


Provide assistance and oversight for other EPD administrative professionals, including regularly leading meetings to discuss issues of mutual concern and the best way to address problems and provide the best possible customer service.

Ensure tracking of key action items not associated with the BCC or advisory boards.


Order office supplies and other items on a regular basis and ensuring that copiers and other machinery are working properly.

Submit work orders for building maintenance and repair.

Schedule interviews and ensuring interview materials and spaces are prepared for the interviewers and interviewees.

Prepare agendas and organize meeting room spaces and materials for meetings.


Assist all EPD staff with a variety of issues, including obtaining badges, requests for social media access where needed, and ensuring new employees are warmly welcomed during on-boarding.

Process travel and training requests and after-travel paperwork.

Perform other related duties as assigned.


Minimum Qualifications:


Graduation from high school or equivalent and four years of secretarial or administrative experience; or an equivalent combination of relevant education or experience may be substituted on a year for year basis.


Preferences:

Ability to type at a rate of 40 correct words per minute
Experience with word processing, spreadsheet or presentation software.


Notes:

The selected applicant will be required to submit to a pre-employment physical, drug test, and a background screening process prior to the sta
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