Ccc: Executive Assistant, Finance Division

Executive Assistant, Finance Division

Classification Title: CCC Executive Assistant, 150

Location: 14 S. Ft. Harrison Ave., Clearwater, FL 33756

Schedule: Hybrid in office and remote available

If you are looking for an opportunity toutilize your secretarial expertise,the Clerk of the Circuit Court as the ideal job opportunity!!!The Clerk of the Circuit Court is looking for new members to join our team as part of one of the finest organizations in Pinellas County. Employees of the Clerk of the Circuit Court provide quality service to our public. As a member of our working team, you will occupy a position offering a unique challenge. You are, in effect, working both for your neighbors and yourself while constantly improving your community.

As an Executive Assistant, and ambassador of the Clerk of the Circuit Court and Comptroller's Office and Finance Division, you will work independently and proactively, synchronizing and adapting rapidly to anticipate the Chief Deputy, Assistant Directors, and Office Administrator needs. With your administrative vision, we will have the ability to give and receive timely and constant feedback. We work in a fast-paced environment that values learning, innovation, and diverse perspectives on human capital expertise, professional, dynamic, presentations and superb, efficient office support. The Clerk's Serving You spirit coupled with your clerical acumen will be the center of our Division. This position will provide support to senior staff members as well as respond to public inquiries in an efficient, professional and confidential manner. The employee in this position will be responsible for a broad range of complex administrative support and clerical functions for the Chief Deputy Director, as well as the Assistant Directors, Office Administrator and Managers of the Finance Division requiring initiative, independent judgment and critical thinking skills. A portion of the work entails dealing with highly confidential and sensitive issues requiring a high degree of discretion and tact and involving continual inter-departmental relations, attention to detail and documentation is paramount. An extensive working knowledge of the Unified Personnel System, OPUS (Oracle) and office-wide policies and procedures is a plus. Work is performed under the general supervision of the Chief Deputy Director and Office Administrator or their designee.

Our benefits rank among the top in the area!

• Comprehensivemedical coverage at a low cost:

2023 Medical Plan Premiums

Choose from two medical plans which offer the same low premiums and include medical care, prescription coverage, behavioral/mental health and vision care.

Coverage

Biweekly Cost

Employee Only

$12.12

Employee and Spouse or Domestic Partner

$139.97

Employee and Child(ren)

$111.66

Family

$229.32

• Benefits packageincludes health, vision, prescription, dental, life insurance, disability, and Flexible Spending Account (FSA) options
• Florida Retirement System (FRS): Choose the Investment Plan or Pension Plan
• Generous leave time including 9 to 11 paid holidays, 2 floating holidays, 2 personal days (pro-rated), and 15 days of annual leave the first year
• Tuition reimbursement up to $2,800 per year
• Wellness Programincluding a Wellness Center, gym discounts, and classes.
• Deferred compensation plans from four providers
• To learn more, seeWhat We Offer

Essential Job Functions

• Provides a wide variety of administrative functions such as:
• Receives visitors and answers telephone calls from internal and external sources for the Chief Deputy Director and Assistant Directors. Ascertains the nature of the business and personally handles those requesting routine information/appointments, and as many other routine tasks as possible. Directs remainder to appropriate office or official.
• Schedules and coordinates meetings with, and for, the Chief Deputy Director and Assistant Directors. This may include making travel arrangements, including the preparation of reimbursement expense reports.
• Makes travel arrangements as necessary to include preparation and submittal of travel-related expenses through iExpense.
• Assists with the executive level development of PowerPoint presentations for the Clerk, Chief Deputy Director and other events as required.
• Composes executive level letters, emails and memoranda for signature and distribution.
• Maintains controls on correspondence, emails, requests or documents and follows up to ensure timely replies or action, to include requests for public records.
• Reads incoming mail, routes correspondence to proper official, agency or department; responds to correspondence within established guidelines.
• Researches and prepares a variety of reports and documents, including special reports and confidential material.
• Maintains a comprehensive filing system and records for the Finance Division, including personnel information; and assists with the transition to a paperless environment.
• Prepares documents/records/files for retention/destruction.
• Acknowledges, responds or transfers to appropriate responding agency/department requests for public records and responds to requests for on-line access.
• Supports/assists (acts as back up to) the Officer Administrator with preparation/monitoring of requisitions and purchase orders for the Finance Division.
• Acts as the Finance Division Telephone Coordinator/Service Representative with all requirements pertaining to Unify and soft-phones.
• Assists with all newly hired employee on-boarding and terminated employee exiting requirements.Assists in planning/coordinating division-wide meetings and events.
• Assists with the production, re-production and liaison of materials with the Clerks Print Shop such as the annual financial reports, information posters, etc.
• Manages purchasing card, including preparation and submittal of expense reports for travel expenses, subscriptions, memberships, and office supplies through iExpense (expense reporting and reimbursement system).
• Performs related work as assigned or required.

Position Specific Requirements

Experience: Secretarial experience (supporting a senior level executive with excellent verbal and written communications and critical thinking skills to include advanced Excel skills, experience with electronic records management and basic budget and accounting skills).

• At least 5 years' experience as described above.
• Associate degree and at least 3 years of experience as described above.
• Bachelor or higher-level degree and at least 1 year of experience as described above.
• An equivalent combination of education, training, and/or experience.

Highly Desirable

• Critical, forward and logical thinker, and independent judgement.
• Advanced MS Office skills (Outlook, Excel, Word, Teams, PowerPoint).
• Above-average organization skills, self-motivated and takes initiative.
• Experience in process and procedures involved in record retention and destruction.
• Experience in procurement, basic budget and accounting skills.

Knowledge, Skills, and Abilities

• Knowledge of business English, spelling, punctuation, mathematics, basic accounting and budgeting and modern office methods, practices and procedures, and equipment.
• Knowledge of office practices, procedures and operations and personnel procedures.
• Knowledge of Public Records Retention and Destruction Policies and Procedures.
• Ability to apply computer and software applications, to include Excel Microsoft, SharePoint, OPUS, budgeting software and other applications as needed.
• Ability to work independently and efficiently on complex and confidential administrative and secretarial tasks, compose effective and accurate correspondence and deal with non-routine and complex tasks.
• Ability to research, compile and distribute monthly, quarterly and annual reports.

The work is light work which requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. Additionally, the following physical abilities are required:

• Balancing: Maintaining body equilibrium to prevent falling while walking, standing or crouching on narrow, slippery, or erratically moving surfaces. The amount of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium.
• Feeling: Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
• Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Grasping: Applying pressure to an object with the fingers and palm.
• Handling: Picking, holding, or otherwise working, primarily with the whole hand.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Mental acuity: Ability to make rational decisions through sound logic and deductive processes.
• Reaching: Extending hand(s) and arm(s) in any direction.
• Repetitive motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Visual acuity: Have close visual acuity such as color differentiation, depth perception, and adequate field vision.

Working Conditions

• Work is typically performed in a dynamic environment that requires sensitivity to changing goals, priorities, and needs.

This position has supplemental questions. If unable to complete all questions, you may save your answers as a draft during the application process and return at any time prior to the closing date. Please note that the application is complete upon final submission.