Position Description
Executive Assistant, Finance Division
Location: 14 S. Ft. Harrison Ave., Clearwater, FL 33756
Schedule: Hybrid, in-office 3 days and remote 2 days available post training.
The Clerk’s Serving You spirit and your clerical acumen will be the center of our Division. The Executive Assistant will support the Chief Deputy Director and the finance leadership team by managing daily operations, communications, and essential administrative functions. This individual will play a critical role in ensuring efficiency and organization within the finance department and will serve as a point of contact for various stakeholders. This position will support senior staff members and respond to public inquiries in an efficient, professional, and confidential manner.
The Executive Assistant will be responsible for a broad range of complex administrative support and clerical functions. While work is performed under the general supervision of the Finance Office Administrator, administrative support is required for the Chief Deputy Director and the Assistant Directors of the Finance Division. Attention to detail and documentation is paramount. This position requires initiative, independent judgment, and critical thinking skills. A portion of the work entails dealing with highly confidential and sensitive information, requiring a high degree of discretion and tact and involving continual inter-departmental relations. This is a long-term opportunity for a proactive, detail-oriented professional with excellent communication skills and a strong work ethic.
What Would You Do?
Administrative Support
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Manage and maintain complex calendars for the Chief Deputy Director and finance leadership team, ensuring smooth coordination and prioritization of schedules.
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Makes travel arrangements as needed to include preparation and submission of travel-related expenses as well as general office supply orders for the division.
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Oversee daily email and mail distribution; screen and prioritize communications.
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Serve as the initial point of contact for internal and external stakeholders, providing professional, courteous, and timely responses.
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Composes executive-level letters, emails, and memoranda for signature and distribution.
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Schedule and organize meetings, including room reservations, agendas, and required materials.
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Assist with virtual meetings using Microsoft Teams including preparation of meeting minutes, follow-up items, and distribution of action items post-meeting.
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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).
Project Coordination and Special Initiatives
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Assist in the coordination of department events, including logistics, communication, and material preparation.
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Assists with the executive-level development of PowerPoint presentations for the Clerk, Chief Deputy Director, and other events as required.
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Assists with producing, re-production, and liaising materials with the Clerks Print Shop, such as the annual financial reports, information posters, etc.
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Researches and prepares various reports and documents, including special reports and confidential material.
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Assists with all newly hired finance employees including coordinating initial welcome schedule, orientation, and space setup.
Document Management
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Maintains a comprehensive filing system and records for the Finance Division, including personnel information, and assists with transitioning to a paperless environment.
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Prepares documents/records/files for retention/destruction.
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Acknowledges, responds, or transfers to appropriate responding agency/department requests for public records and responds to requests for online access.
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Performs related work as assigned or required.
What Do You Need To Have?
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5 years of administrative experience supporting a senior-level executive with excellent communication (verbal and written) and critical thinking skills including advanced MS Office skills is preferred.
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An Associate’s degree with 3 years of administrative experience supporting a senior-level executive.
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A Bachelor’s or higher-level degree with 1 year of administrative experience supporting a senior-level executive.
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Experience with SharePoint, Teams, advanced use of Microsoft Outlook, electronic records management, and basic budget and accounting skills are a plus.
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An equivalent combination of education, training, and/or experience.
Highly Desirable
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Critical, forward, and logical thinker, and independent judgment.
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Advanced MS Office skills (Outlook, Excel, Word, Teams, PowerPoint).
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Above-average organization skills, self-motivation, and initiative.
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Experience in processes and procedures involved in record retention and destruction.
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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.
Our benefits rank among the top in the area!
- Looking for a strong retirement? We have you covered as members of the Florida Retirement System (FRS) with investment and pension options.
- We have deferred compensation programs and wellness centers to name a few perks. Check out these and more!
Want To Learn More?
Please review the full classification description with the Physical/Mental Demands and Working Conditions at the below link.