Administrative Assistant - Purchasing

The County of Volusia is seeking an Administrative Assistant for the Purchasing and Contracts division. This position is located in DeLand, Florida. This role is responsible for work coordinating administrative processes in support of Purchasing and Contracts Division. Provide day-to-day administrative support to purchasing and contracts director, procurement managers, and staff. Function as an administrative assistant to director of a division performing duties which include creating documents (memos, reports, statistical tables, etc.); maintaining files; researching files and assembling documents; compiling data; answering phones and maintaining calendars; scheduling and organizing meetings; completing follow-up as needed for projects, assignments, tasks; sorting and distributing mail; editing and reviewing documents for sufficiency; monitoring and assisting with division budgets; completing standard County forms; and processing time reports and payroll.

• • Prepares forms independently and composes letters for director’s or designee’s signature. Assembles information for director or division use.
  • Advises director of important meetings and gathers background information and pertinent files for use at meeting.
  • Receives and screens callers; routes to other employees, officials or divisions as needed.
  • Takes minutes of conferences, meetings and official functions as required.
  • Creates meeting agendas for team leader meeting and division staff meeting.
  • May coordinate division activities with other government offices and entities.
  • Creates paperless agenda packets for the division director.
  • May make travel arrangements, process and post travel paperwork following county policies and procedures.
  • Reconciles Visa purchases.Responsible for invoice payment, division purchases and direct payment vouchers.
  • Forwards messages both phone and email and to appropriate staff, providing background information on the item of concern.
  • May be expected to attend meetings and perform clerical support tasks.
  • May audit division payroll.
  • May be assigned to other county locations based upon operational needs.
  • Attends work on a regular and consistent basis.
  • Must adhere to Federal, State, County and Local ordinances.
  • Responds to emergency situations.
  • Performs other duties as assigned.

Graduation from high school or possession of a GED, plus one (1) year of Office Specialist I work experience with Volusia County;

OR

Graduation from high school or possession of a GED, plus four (4) years of progressively responsible secretarial/administrative assistant or equivalent experience.

Two (2) years of post-high school education may be substituted for two (2) years of the required experience.

May be required to demonstrate keyboarding skills.

Must possess and maintain a valid driver's license at time of hire.

Must possess a valid Florida driver's license within 30 days of hire and maintain thereafter.

• Knowledge of the operations, functions, and scope of authority of subordinate units or the organization.
• Knowledge of modern office practices and procedures, business English, and spelling.
• Knowledge of the principles and practices of business and public administration.
• Knowledge of customer service skills.
• Knowledge of basic accounting principles and procedures.
• Knowledge of personal computer network systems and/or main frame systems. (Kronos, CGI Financial and HR, and OnBase.)

• Knowledge of basic procurement practices.

• Proficient in Microsoft 365 and all applications, specifically, Word, Excel, PowerPoint, Teams, SharePoint.
• Ability to prepare effective correspondence on moderately sensitive matters.
• Ability to perform office management functions with minimum supervision.
• Ability to communicate effectively both orally and in writing.
• Ability to maintain effective working relationships with other employees, County leadership and external customers.
• May require skills in taking and transcribing minutes.

Mental Demands:Ability to read and comprehend technical and professional journals and manuals; financial reports, letters, memos, abstracts, instructions; legal documents, ordinances, and statutes Ability to write business letters, summaries. Ability to speak clearly and concisely relating information, details, and procedures to layman. Ability to perform basic mathematical functions.

Physical Demands: Sedentary work. Ability to see, hear and speak. Visual acuity (peripheral vision, depth perception) necessary to operate a motorized vehicle. Finger dexterity. Ability to push, pull and/or carry up to 25 pounds.

Environmental Demands: Inside work.