Administrative Specialist II

Human Resources

Nassau County Board of County Commissioners

96135 Nassau Place, Suite 5

Yulee, FL 32097

www.nassaucountyfl.com

Nassau County is 726 square miles of natural beauty located in the northeast corner of Florida along the Atlantic Ocean and Interstate 95. With 13 miles of pristine beaches, hundreds of miles of rivers, historic downtown Fernandina Beach, and an expanding economy. The combination of rich history, rural charm, natural resources, quality-of-life, and proximity to strategic installations provides Nassau County with unparalleled potential.  Part of the Jacksonville Metropolitan Area, Nassau County has a population of 101,501 and a regional population of 1.6 million, the Florida Bureau of Economic and Business Research (BEBR) estimates that Nassau County grew by 4.92% last year ranking as the 4th fastest-growing county, by percent growth, in Florida [2nd among counties with a population of at least 80,000]. BEBR predicts Nassau County will be the sixth fastest-growing county in the State of Florida over the next 10 years with a projected population expansion of 33% resulting in over 121,600 people calling Nassau County home.

To view the position description or submit your application for consideration, visit: https://www.governmentjobs.com/careers/nassaucountyfl/

Performs a variety of highly responsible and complex administrative, secretarial, accounting and clerical work to maintain efficient and effective office operations. May supervise and review the work of subordinate clerical personnel as assigned.

• Answers the telephone; provides information as requested and/or forwards calls to appropriate staff person; takes messages as needed.
• Greets and assists office visitors.
• Receives and responds to inquiries, requests for assistance and/or complaints from County employees, outside agencies and the public.
• Manages department personnel functions, including but not limited to processing payroll, tracking time worked/leave taken, preparing job position requests and employee status transmittals, maintains employee records, etc.
• Composes, types, prepares, processes, files, copies and/or transmits a variety of documents, which may include correspondence, notices, reports, daily reports, technical reports, personnel forms, agendas, meeting minutes, contracts, budget documents, vouchers, work orders, maintenance requests, certificates, permit applications, license applications, charts, spreadsheets, various forms, memos, reports required by regulatory agencies and the County, manuals, logs, lists, etc.
• Performs a variety of routine to complex administrative duties in support of Department activities, which may include but are not limited to taking and transcribing dictation, taking and transcribing meeting minutes, scheduling appointments, maintaining calendars, composing/preparing correspondence for supervisor’s signature, compiling and researching information and data for reports, making travel arrangements, establishing and maintaining filing systems, maintaining Department computer operations, scheduling use of facilities, maintaining confidential employee records, overseeing Department procurement activities, maintaining inventory of equipment and supplies, maintaining insurance on vehicles/equipment, etc.
• Performs a variety of routine clerical duties as required, which may include but are not limited to copying and filing documents, retrieving archived documents, sending and receiving faxes, entering computer data, processing daily mail, maintaining employee/volunteer time records, processing payroll, ordering office supplies, preparing labels, etc.
• May perform routine bookkeeping/accounting work as required, including assisting with budget preparation, processing and/or preparing invoices, processing requests for payment, preparing cost estimates, balancing statements, maintaining various accounts, maintaining petty cash, preparing requisitions, budget transfers, check requests, travel vouchers, bank deposits, collecting and receipting various payments, etc.
• May supervise and evaluate work of subordinate clerical personnel as assigned.
• Assists in coordinating office activities with those of other County departments, outside agencies and others as required.
• Assists with the planning and coordination of specific Department functions and activities as required.
• Runs errands as needed.
• Completes special projects as assigned.
• Performs duties of other clerical personnel as required in their absence.
• May notarize documents as needed.
• Interacts and communicates with various groups and individuals such as the immediate supervisor, co-workers, County personnel, Board/committee members, various outside agencies and professionals, vendors, and the general public.
• Operates a variety of equipment, which may include a vehicle, computer, typewriter, fax machine, copier, recording equipment, telephone, two-way radio, calculator, postage meter, audio-visual equipment, printer, scanner, etc.
• Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness.  Provides adequate notice to higher management with respect to vacation time and leave request.
• Performs related duties as required.

Department Specific Duties:

• Collects, prepares and deposits all benefit payments, to include posting to accounts, emailing/mailing invoices, notifying participants of delinquent accounts monthly, etc.
• Maintains confidentiality in accordance with all applicable County policies, Federal, State and Local laws regulations and ordinances.
• Ensures proper management and storage of personnel, benefits and workers compensation files, to include both paper and electronic filing in compliance with records retention requirements and processes.
• Collects mail daily from County mailbox and inner-office box, opens, clocks-in and distributes to appropriate staff members.
• Compares the Insurance Allocated Worksheet to monthly employee benefit statements to ensure accuracy prior to payment; identifies and errors and submits to appropriate staff for correcting with carriers.
• Maintains petty cash to include, maintaining appropriate change, periodic audits and requesting reimbursements.
• Runs department errands, to include bank deposits, post office runs, Tax Collector’s Office runs, and others as requested.
• Performs bookkeeping as required for Human Resources and Risk Management, including assisting with budget preparation, processing invoices, preparing requisitions, receiving and receipting various payments, balancing statements, maintaining & monitoring various accounts, preparing budget transfers, journal entries, etc.
• Maintains the Human Resources web page and intranet site.
• Completes Human Resources’ certified payroll.
• Maintains ExecuTime timekeeping software to include, adding holidays and the exempt time approval hour.
• Ensures timely approval of timesheets in ExecuTime prior to payroll running to include working with delinquent departments to get approvals, integrating data from Munis and emailing the Clerk’s Payroll Department when complete. Works with supervisors and employees to ensure timesheets are accurate, assists in correcting any errors in ExecuTime.
• Assists with various special projects to include Government Day, Open Enrollment, Wellness Expo and others, as required.
• Performs related duties as required, including working in other functional areas to equalize peak work periods, cover absences or otherwise to balance the workload.

(These essential functions are not a complete statement of all duties required of the job. Employees will be required to perform such other related job duties as may be assigned or required.)

Requires a high school diploma or GED equivalent supplemented by six (6) or more years of responsible secretarial or administrative work experience or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.  May require a valid State Driver’s License.

The range for this position is $18.6715 - $28.4107/hour. The County provides a comprehensive benefits program and participates in the Florida Retirement System (FRS) and has a 3% employee contribution requirement. Voluntary supplemental 457 deferred compensation retirement is also available. For additional benefit information, visit: https://www.nassaucountyfl.com/243/Employee-Benefits.

Nassau County is a Drug Free Workplace & Equal Opportunity Employer; Nassau County values the service veterans and their family members have given to our country and that the County supports the hiring of returning service members, military spouses, and their family members as such this position is eligible for Veterans’ Preference in accordance with applicable laws.