administrative assistant Green Cove Springs, FL
Job description
The Office Assistant/Receptionist contributes to success of the Agricultural/Extension Office by providing superior customer service, displaying professionalism and courtesy, to all callers and visitors. The position provides clerical and administrative support in a fast-paced academic environment.
- Answers telephones and directs calls appropriately, greets, announces and routes customers to appropriate faculty and staff
- Answers routine questions about the organization and provides callers with address and other information as requested
- Opens and closes the customer reception area
- Assists support staff with administrative duties including faxing, copying, organizing and maintaining files
- Receives, sorts and distributes incoming mail; prepares, meters and delivers outgoing mail
- Prepares educational materials; takes notes and develops minutes for staff and advisory council meetings
- Assists the Online Presence Team with content for website updates, social media posts and educational meeting announcements
- Serves as primary contact for faculty, staff and stakeholders for scheduling meeting rooms, reserving equipment and providing access to facilities
- Tracks data and maintains records for County and University of Florida (UF) reports
- Monitors office supply inventory and compiles orders when required
- Organizes and updates office databases related to contact information and customer satisfaction
- Registers customers for educational programs
- Monitors and provides initial reports of County and UF time and leave requests by faculty and staff
- Contributes to and submits multiple County and UF reports (e.g., vehicle mileage, partners for progress report, inventory, affirmative action file)
- Supports administrative and special projects as assigned
- Performs other duties as assigned
- High School Diploma or GED equivalent
- Two years of administrative experience in a customer-service environment
- Valid State of Florida driver’s license with clean driving record.
- Any combination of education and experience may be substituted, so long as it provides the desired skills, knowledge and abilities to perform the essential functions of the job
Regular attendance is an essential function of this position.
While requirements may be representative of minimum levels of knowledge, skills and abilities to perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently.
To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions:
Working knowledge of English, spelling, arithmetic, and knowledge of office practices and procedures- Proficient in computer use and Microsoft Applications (Word, Excel and Outlook)
- Ability to operate office machines
- Excellent customer-service skills and ability to operate with tact and courtesy
- Ability to drive a County vehicle
Employees may be required to perform duties, including the employee’s normal work function or other emergency support functions as deemed necessary by the County, as assigned before, during, and after hazardous weather or state of local emergency.
This job description in no way implies that these are the only duties to be performed. Employees occupying the position will be required to follow any other job-related instructions and to perform any other job-related duties as requested by their supervisor.
Must be able to remain in a stationary position 75% of the time.
The person in this position needs to be able to frequently move about inside the office to access files, office machines, etc.
Constantly operates a computer and other office productivity machinery, such as a telephone, calculator, copy machine and computer printer.
This position constantly communicates with the public regarding programming and services. Must be able to exchange accurate information in these situations.
Must be able to perceive, inspect, assess, and compare data and to create reports and documents as necessary to summarize information clearly and concisely.
Frequently moves boxes and/or files weighing up to 25 pounds.
The position operates in an indoor environment potentially exposing the employee to dust.
Position occasionally requires use of a County vehicle, requiring the employee to ascend/descend from the vehicle and subjecting the employee to outdoor conditions, including extreme temperatures, excessive humidity and inclement weather.
Clay County Board of County Commissioners offers an excellent benefits packages that is outlined below for full -time employees:-
Medical Coverage
The County offers comprehensive medical coverage through Florida Blue at competitive rates. Medical coverage is available to all benefit-eligible employees and their eligible dependents. Employees have a choice from three plans, all of which are Preferred Provider Option Plans.
In addition to a high subsidy of the premiums, the County contributes up to 50% of the deductible for the High Deductible / HSA / Plan.
Family Deductible = $ 4,200.00 County Contribution of up to $ 2,100.00 per year
Single Deductible = $ 2,100.00 County Contribution of up to $ 1,050.00 per year
Dental Coverage
The County offers a choice of two dental plans, with the County covering 100% of the single premium under the Low Plan. The employee will pay the difference of the premium cost if they elect family coverage.
Life Insurance
The County provides basic life and accidental death and dismemberment (AD&D) life insurance coverage of $ 20,000.00. Eligible employees may purchase additional coverage for themselves, their spouse, and dependent children through the Supplemental Life Insurance program.
Long Term Insurance
Employees may purchase long term insurance through the County's provider for life insurance at affordable rates.
Supplemental Insurance
Supplemental Insurances such as short-term disability, hospital, cancer, and accident are available through Aflac, Colonial Life and Liberty.
Vision Insurance
The County offers a voluntary vision plan at affordable rates.
Employee Assistance Program (EAP)
The County provides a comprehensive employee assistance program, provided by Aetna, which includes counseling, education and referral services for employees and their eligible family members. EAP services are strictly confidential.
Vacation
Full-time employees accrue vacation of up to 96 hours per year and the accrual will increase depending their length of service with the County. Employee may also earn 8 hours as personal leave each year.
Sick Leave
Full-time regular employees accrue up to 96 hours of sick leave on a yearly basis.
Holiday Pay
The County has eleven paid holidays as listed for full-time and part-time employees (as scheduled).
- New Year's Day
- Martin Luther King Day
- President's Day
- Memorial Day
- Independence Day
- Labor Day
- Veteran's Day
- Thanksgiving and the day after Thanksgiving
- Christmas Eve
- Christmas Day
The County participates in the Florida Retirement System. Employees have a choice from two plan under the FRS: Pension Plan and Investment Plan. The County makes a contribution as set by the Florida legislature towards the plan of choice for each employee and the employee makes a contribution of 3%.
Deferred Compensation Plans
Employees may also elect to participate in the County's deferred compensation plan, which offers a choice from two providers: Mass Mutual and Nationwide. Contributions are voluntary by the employee and made on a pre-tax basis.
Pre-Tax Benefits
Certain payroll deductions can be taken on a before-tax basis. These include medical and dental premiums, FRS plan contributions, and high deductible plan contributions.
Other Benefits include:
- Tuition Reimbursement of up to $ 1,200.00 per year
- Professional Association Membership (as applicable)
- Bereavement leave
- Jury Duty pay
- National Guard State Service leave (as applicable)
- Military Service Leave for medical examinations (as applicable)
