Land Development.Senior Office Assistant.4049

LAND DEVELOPMENT DIVISION

SENIOR OFFICE ASSISTANT

NON-EXEMPT - $15.45HR./ $32, 136.00 Annually

Employee Benefits

• Direct Deposit, Bi-Weekly Pay Checks

• Medical, Dental, Vision

• Life Insurance

• FRS Retirement

• 10 Paid Holidays

• Paid Time Off

• Tuition Reimbursement

• Education Incentives

• Deferred Compensation Plan

• Wellness Incentives

• Employee Assistance Program (EAP)

• Free Employee Gym

• Free Employee Health Clinic

Must have the physical, developmental, and mental ability to perform job tasks, work efforts, responsibilities and duties of the job illustrated below:

MAJOR FUNCTION

Acts as the assistant to Office Manager and division staff, assuming office work involving varied and more complex independent work assignments within those procedures, practices and policies of the assigned office.

ILLUSTRATIVE DUTIES

Acts as office receptionist as necessary. Handles routine mail duties such as picking up, sorting, date stamping, distributing, and preparing for a mailing according to established office procedures.

Receives, stamps and promptly distribute LDC permit applications and construction plans. Performs clerical, fiscal, and other record keeping duties using typewriters, computers, calculators, copy machines and other general office equipment. Files documents, forms, and other paperwork.

Prepares paperwork for the assigned office according to established practices and procedures. Posts data, fiscal information or other record keeping information either by written notations, entering such information into personal computer or (CRT) database systems.

Deals with the public via telephone or in person guiding them according to unit established procedures, providing information and/or responding to inquires as directed or trained by supervisor(s). Takes telephone messages. Prepares handouts for meetings.

Completes and prepares memorandums, reports, letters, forms, statements as directed. Reviews various record keeping forms to ensure that fiscal matters, reports, statements, purchase orders are calculated and extended correctly (i.e.: daily, weekly, monthly, annually). May prepare or assist in the record keeping of employee personnel and payroll records (i.e.: notes time and attendance for employees on forms, annual and sick leave, worker's compensation, counseling and evaluation forms, etc.). May follow procedures for processing invoices for payments ensuring that other record keeping matters are noted, recorded, and filed appropriately, as a back-up to the Office Manager.

Receives reports for verifying and correcting of information entered into database systems. Gathers, assembles, and places information in format utilized within office operations or report form requirements.

Maintains development database and track security and warranty list. Assists customers by receiving requests and providing flood plain management data. Routes permit applications packets, construction plans and regular mail.

Receives phone calls and distributes messages. Receives customer drainage complaints and maintains data in CMMS. Maintains project data and inspector assignments in DMS.

Enters data and maintains the division's development database and subsidiary list; routinely prepares

and prints required reports from the development database. Enters project data and Inspector

assignment into the DMS and provide supervisor with monthly report. Assists customers by

receiving flood plain management data requests and promptly routing to staff for appropriate action.

Assists customers by providing available flood management data. Makes phone calls to citizens in

response to data requests. Maintains development files, file room and routinely files project

documents. Prepares project files for imaging.

KNOWLEDGE, ABILITIES AND SKILLS

Has knowledge of English, spelling, and arithmetic. Ability to understand and follow oral and written

instructions. Ability to learn assigned tasks and adhere to prescribed routines. Ability to make

mathematical computations and tabulations accurately and with reasonable speed. Ability to meet and

deal courteously and effectively with employees and the public. Ability to use personal computers or

remote computer terminals, typewriters, and other office equipment of the assigned work unit. Possess

ability to learn and become knowledgeable and abide with county goals, procedures, practices,

regulations, policies, and ordinances, including the Employee Handbook and related regulations.

Ability to perform basic mathematical calculations both manually and using calculator or computing

devices. Ability to walk, bend, stoop, sit, stand, crouch, and kneel. Ability to see and distinguish colors

and shapes. Ability to lift, push and/or pull materials/equipment which may weigh up to forty-five

(45) pounds, for a short distance. Ability to ambulate independently. Ability to independently operate

a motorized vehicle.

MINIMUM QUALIFICATIONS

Graduate of an accredited high school or possess an acceptable equivalency diploma and have a

minimum of two (2) years of clerical work experience. Must be able to type 30 CWPM with a

maximum of 10 errors. Must be able to utilize all features afforded by word processing, spreadsheet,

and database software; and other required software and personal computer or CRT equipment utilized

by the assigned work unit.

Must have a valid driver's license and be able to secure a valid Florida driver's license at the time of

employment within this classification.

A comparable amount of training and related experience may be substituted for the minimum

qualifications.

SPECIAL REQUIREMENT

This position may be required to report for work when a declaration of emergency has been declared

in Polk County.