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Executive Staff Assistant

Alachua County Board of County Commissioners

Gainesville, FL

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JOB DETAILS
SALARY
SKILLS
Administrative Skills, Background Investigation, Board Meeting, Calculators, Calendar Management, Conference Management, Conferences, Copying Machines, Customer Support/Service, Data Entry, Database Management Software/Systems (DBMS), Diversity, Employee Assistance Plan, Establish Priorities, Federal Government, Firefighting, Flexible Spending Accounts, Health Insurance, High School Diploma, Human Resources, Illustrating Ability, Meeting Minutes, Microsoft Excel, Microsoft PowerPoint, Microsoft Word, Multitasking, Order Supplies, Organizational Culture, Physical Demands, Policy Development, Prepare Correspondence, Presentation/Verbal Skills, Procedure Development, Proofreading, Reimbursement, Reporting Skills, Spreadsheets, Standard Operating Procedures (SOP), State Government, Telephone Skills, Testing, Time Management, Travel Planning, Typing, Vision Plan, Word Processing, Writing Skills
LOCATION
Gainesville, FL
POSTED
3 days ago
Salary : $42,473.60 Annually
Location : 12 SE 1st Street, Gainesville, FL
Job Type: Full-Time
Job Number: FY26-16977
Department: Community & Administrative Services
Division: Community & Administrative Services
Opening Date: 05/15/2026
Closing Date: 7/17/2026 11:59 PM Eastern

Minimum Qualifications
Graduation from high school or equivalent, and three years general office/clerical and/or customer service experience; or any equivalent combination of related training and experience. College course work will substitute for experience on a year for year basis. Must be able to type at a rate of 35 correct words per minute as required by the position. Applicants within six months of meeting the minimum education/experience requirement may be considered for trainee status.

SKILLS TESTING REQUIRED - Only applicants who meet the minimum qualifications and submit the required skills testing scores will be referred to the next step in the recruitment for this position.
This position requires a passing score on the following County's skills assessment tests: Microsoft Excel, Microsoft Word, MS PowerPoint and with a minimum score of moderate knowledge and typing with minimum correct words of 35 wpm. The assessment tests can be taken in person or remotely through the CareerSource North Central Florida. The applicant must contact CareerSource North Central Florida at: to arrange testing.

Passing scores must be received by the Human Resources Office via email at no later than five business days after the posting closes. CareerSource North Central Florida is not responsible for submitting test scores to the Alachua County Human Resources Office. All scores are valid only for a period of 2 years from the date of testing.
Successful completion of all applicable background checks pre-hire and ongoing are required.
Position Summary
This is highly specialized and complex office work performing office and administrative duties of wide variety and scope for the Alachua County Board of County Commissioners (BoCC) and the County Manager's Office.

An employee assigned to this classification is expected to make decisions and act independently in accordance with established office policies and procedures. Supervisor may review non-routine decisions.

Work is performed under the direction of a higher level supervisor and is reviewed through conferences, reports and observation of results obtained.

Examples of Duties

ESSENTIAL JOB FUNCTIONS

This is an emergency essential classification. Upon declaration of a disaster and/or emergency, all employees in this classification are required to work.

Exudes a positive customer service focus.
Advocates building organizational culture through aligning decisions with core values including: integrity, honesty, respect, diversity, innovation, accountability and communication.
Assists in reviewing complaints or requests for services from the general public or other County departments. Prepares responses to requests; provides background information to supervisor to aid in responding to request.

Serves as a gate-keeper, referring citizens to the responsible Deputy/Assistant County Manager before elevating inquiries to the County Manager.
Establishes and maintains electronic and hard copy filing systems; classifies and codes materials for filing or data entry; locates and retrieves files and runs reports as required.

Prepares correspondence, reports, and forms. Takes and transcribes minutes.

Opens, sorts and distributes incoming office/departmental mail; collects, seals and stamps outgoing mail.
Ensures that notices, memoranda, directives and related material are properly distributed.

Prepares and maintains office policy and procedure manuals.

Responsible to publicly notice Commission and Advisory Board meetings.
Provides excellent internal and external customer service.

Answers and directs phone calls, issues and receives documents.
Maintains calendars, and makes reservations for the County Manager, Deputy County Manager, Assistant County Managers and/or the Board of County Commissioners.
May process travel requests; make travel arrangements; process reimbursements for travel.
May coordinate the preparation of routine/non-routine correspondence of a complex and/or sensitive nature on behalf of the County Manager's Office and/or the Board of County Commissioners.
May provide backup coverage for the main reception area for the BoCC and/or the County Manager's Office.

Maintains, orders and inventories office supplies.

May process requests for proclamations; corresponding with the requestor, and preparing for signatures and presentation.

Maintains Local/State/Federal governmental contacts database.

Compiles documents for public record requests.
May assist with fiscal duties.
Responsible for scheduling conference rooms; coordinates with Facilities to set up room, if necessary.

Performs the duties listed, as well as those assigned, with professionalism and a sense of urgency.
NOTE: The above listed examples are intended only as illustrations of the various kinds of work performed in positions allocated to this class. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

KNOWLEDGE, SKILLS AND ABILITIES

Considerable knowledge of office practices and procedures.
Considerable knowledge of vocabulary, grammar, spelling and punctuation in order to prepare and edit typed material.

Considerable knowledge of established office standard operating procedures.

Considerable knowledge of personal computing including word processing, spreadsheet and database software; calculator, telephone, copy machine; and fax machine.

Knowledge of effective telephone etiquette.

Skill in dealing with employees and the general public.

Ability to plan and organize work and manage time effectively.

Ability to follow oral and written instructions.

Ability to write and organize correspondence.

Ability to proofread typed material and make appropriate corrections.

Ability to establish and maintain effective working relationships.

Ability to establish and maintain accurate, efficient filing systems.

Ability to work independently on multiple tasks and projects; ability to prioritize tasks.

Ability to write and organize reports and memoranda.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, talk and hear. The employee is occasionally required to reach and be mobile.

Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus associated with the constant use of computer monitors.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.
An organization is only as good as the people it employs. To attract and retain the best team possible, the Alachua County Board of County Commissioners offers a competitive benefit program. We believe that if we expect our employees to support the County, we must first support the health and financial well-being of our employees and their families, now and as they plan for their future. BoCC-Contributed Benefits
  • Medical/Health Insurance
  • Employee Life Insurance
  • Florida Retirement System
  • Employee Assistance Program
Optional Benefits
  • Dental Insurance
  • Vision Insurance
  • Supplemental & Dependent Life Insurance
  • Deferred Retirement Program
  • Flexible Spending Accounts
  • Roth IRA
  • Tuition Assistance Program
NOTE: For detailed information regarding available benefits

You may also view regarding benefits.
  • FLORIDA RETIREMENT SYSTEM (FRS) The Florida Retirement System is a retirement plan designed to provide an income to a vested employee and his/her family when the employee retires, becomes partially or totally disabled, or dies prior to retirement. A defined benefit or defined contribution option may be chosen by the employee.
  • TUITION ASSISTANCE PROGRAM Permanent, full-time employees are eligible for educational assistance funds. Contact the Human Resources Office for program details.
  • HOLIDAYS Holidays are as follows:
  1. New Years Day
  2. Martin Luther King Day
  3. Memorial Day
  4. Juneteenth
  5. Independence Day
  6. Labor Day
  7. Veterans' Day
  8. Thanksgiving Day
  9. Friday following Thanksgiving
  10. Christmas Eve (IAFF*)
  11. Christmas Day
  12. Additional Christmas Holiday (All non-IAFF employees)
  13. 2 Floating Holidays (All non- IAFF employees)

*IAFF - International Association of Firefighters Pay periods are every two weeks, Monday through Sunday. Payday is Friday. International Association of Firefighters follow the General Contract 7k regarding holidays.

Vacation Leave - Generous vacation accrual rates with payout of unused accrued leave, with some restrictions. For more detailed information regarding vacation leave refer to .

Sick leave is earned at a rate of 4 hours per pay period by all permanent, full-time employees*. At the end of each fiscal year, eligible employees can convert up to 10 days of accrued sick leave to vacation leave on a 2:1 basis. For more detailed information regarding sick leave refer to *Accruals slightly different for IAFF employee.
01

I understand that once my application has been submitted for this specific position that I will NOT be able to make any changes to it. Any changes to my master application will only be reflected in any future positions for which I may apply.
  • Yes
  • No

02

I understand that if I earned a bachelor's or master's degree outside the United States, I must submit a foreign credential evaluation with my application or email it to achr@alachuacounty.us. International degrees without an evaluation will not be considered toward minimum qualifications.
  • Yes
  • No

03

If an applicant meets all minimum qualifications as posted he/she is referred to the appropriate hiring manager. The following Supplemental Questions are specific to the position for which you have applied to assist the hiring manager in screening applications for the ones with the specific experience he/she is seeking.Please be specific in answering these questions as they will be used to evaluate which applications will be given further consideration in the process. I understand and will answer the following supplemental questions completely and thoroughly.
  • Yes
  • No

04

I understand this position requires a passing score on the following four County's skills assessment tests: Microsoft Excel, Microsoft Word, Microsoft PowerPoint with a minimum score of moderate knowledge and typing test with minimum score of 35 wpm. The assessment tests can be taken in person or remotely through the CareerSource North Central Florida. The applicant must contact CareerSource North Central Florida at the following email: assessment@careersourcencfl.com to arrange testing. I understand that passing scores must be received by the Human Resources Office via email at achr@alachuacounty.us no later than five business days after the posting closes. CareerSource North Central Florida is not responsible for submitting test scores to the Alachua County Human Resources Office. If assessment(s) were previous taken, please review testing dates as scores are only valid for a period of 2 years from the date of testing.
  • Yes
  • No

Required Question

About the Company

A

Alachua County Board of County Commissioners