Administrative Assistant

Position Overview

We are seeking an Administrative Assistant to join the Pasco Police Department. This role involves performing responsible and advanced clerical duties, including administrative tasks within a major department. This position requires independent handling of complex secretarial work or operational responsibility for a large, multi-faceted office.

Key Duties and Responsibilities

• Serve as a personal secretary or aide to the director of a large, complex department, managing tasks on behalf of the director.
• Engage actively with the director's operational work, including greeting and providing information to office visitors.
• Maintain the director's calendar, schedule appointments, and notify of significant meetings.
• Take and transcribe dictation when required, and record minutes during meetings, conferences, and official functions.
• Independently prepare forms and draft correspondence for the director's signature.
• Establish and maintain organized files for letters, reports, and technical data in accordance with prescribed procedures.
• Compile information and generate reports using a personal computer, including data collation.
• Manage incoming calls by screening and directing them to appropriate employees, officials, or departments.
• Provide support and guidance to other clerical staff as necessary.
• Assist the director with budget planning and coordination.
• Process departmental purchase orders and oversee supply maintenance and ordering.
• Perform additional related tasks as required by the department.

Knowledge, Skills, and Abilities

• Strong grasp of business English, including spelling and punctuation.
• Familiarity with office procedures and administrative practices.
• Understanding of the functions and operations related to the assigned unit.
• Ability to produce well-prepared documents and correspondence.
• Capacity to make decisions aligned with department policies and regulations.
• Effective interpersonal skills to maintain positive work relationships with employees and the public.
• Skill in managing and easing the director's scheduling demands.
• Competence in overseeing the County's annual budget calendar.
• Proficiency in computer operations and related software usage.
• Knowledge of the County mainframe system is essential.
• Ability to comprehend written materials effectively.

Minimum Qualifications

• Effective communication in verbal, written, and visual formats.
• Education: Associate degree from an accredited college or university plus two years of secretarial or clerical experience with typing and computer skills; or a high school diploma or equivalent with four years of relevant experience.
• Experience: At least one year of experience using Excel, PowerPoint, and mathematical computation skills.
• Must hold a valid Florida driver’s license.

Additional Information

• This role qualifies for DAP for current in-house employees.
• The position complies with the Americans with Disabilities Act, providing reasonable accommodations for qualified applicants with disabilities.
• The Pasco County Board of County Commissioners enforces a drug-free workplace as required by federal and state laws.
• In emergency situations, employees may be assigned duties beyond their usual scope, hours, or locations to meet county needs.
• Veterans’ preference is extended to eligible applicants under Florida state law.
• Pasco County has been recognized as one of the Nation’s Top Workplaces for 2021.