JOB TITLE: Senior Executive Assistant SOC CODE: 43-6011
SECTION: Secretaries and Administrative Assistants PG: 14 - $23.96/hour $49,836.80/annual
DIVISION: County Manager FLSA: Non-Exempt
Must be able to perform the essential functions of the position, with or without reasonable
accommodation. Essential functions and job-related requirements, including physical and cognitive
demands, are described below. This job description outlines the general scope of duties and
responsibilities and is not intended to be an exhaustive list of all tasks that may be assigned.
MAJOR FUNCTION
Performs advanced administrative, clerical, and secretarial duties in support of the Deputy County
Managers and direct reports. Manages office operations, coordinates schedules, and ensures efficient
workflow.
ILLUSTRATIVE DUTIES
Administrative Support
- Provides executive-level administrative support to a Deputy County Manager, ensuring
compliance with established office procedures and policies.
- Serves as a personal assistant, independently planning, executing, and following up on
administrative tasks, meetings, and projects.
- Drafts, prepares, proofreads, types, and processes various documents, including memoranda,
letters, reports, and summaries, using required software.
- Assembles and prepares Board of County Commissioners (BoCC) and Polk Regional Water
Cooperative (PRWC) meeting agendas and related materials.
- Takes and transcribes dictation or meeting minutes as required.
- Manages appointment calendars, schedules meetings, and provides reminders to leadership.
- Arranges travel, secures reservations, and finalizes itineraries for Deputy County Managers and
staff.
- Handles routine mail distribution and correspondence.
Fiscal and Record Management
- Enters and maintains fiscal, recordkeeping, and other data in computerized systems.
- Reviews and verifies financial statements, reports, and purchase orders for accuracy.
- Ensures compliance with fiscal policies and recordkeeping standards.
Supervisory and Training Responsibilities
- May supervise and direct the work of assigned personnel.
- Provides agenda software training to division secretaries and clerical personnel.
Public and Internal Communications
- Interacts with the public, employees, and officials, providing information and guidance based
on established procedures.
- Represents the office professionally in all interactions.
KNOWLEDGE, ABILITIES AND SKILLS
- Strong knowledge of business English, punctuation, spelling, and arithmetic.
- Proficiency in office practices, procedures, and recordkeeping methods.
- Ability to work independently and manage multiple priorities effectively.
- Strong written and verbal communication skills, including the ability to draft business
correspondence.
- Ability to relieve supervisors of routine administrative matters.
- Competency in mathematical calculations and data tabulation.
- Excellent interpersonal skills with the ability to interact professionally with employees, officials,
and the public.
- Proficiency in using personal computers, office software, and other technology required by the
work unit.
- Ability to operate, maintain, and troubleshoot office equipment.
- Typing proficiency of at least 55 correct words per minute (CWPM) with a maximum of 10
errors.
- Ability to take and transcribe dictation if required.
- Capability to oversee and direct the work of others when assigned.
MINIMUM QUALIFICATIONS
- Graduation from an accredited high school or possession of an equivalent diploma.
- Minimum of seven (7) years of clerical or secretarial experience, including at least two (2)
years in a supervisory or lead role.
- Must be proficient in word processing, spreadsheet, and other relevant software
applications.
- Must possess a valid driver's license and be able to obtain a valid Florida driver's license if
required by the work unit.
- A comparable amount of related experience and training may be substituted for the
minimum qualifications.
SPECIAL REQUIREMENTS
- This full-time position is based in Polk County, Florida. Flexibility may be required to support
emergencies outside of regular business hours