Administrative Assistant

THE LAST DAY TO APPLY IS THURSDAY NOVEMBER 5 2026.

POSITION SUMMARY
Under general supervision performs a variety of administrative work to support an individual a department a division and/or the District as a whole. Although the work may support a specific department or division the skill sets possessed by an Administrative Assistant allow for interchangeability to other departments or divisions as District needs arise. Interaction with public is dependent upon assignment and may vary from very limited interaction to significant.

SUPERVISORY RESPONSIBILITIES
Administrative Assistant Levels 1-2 do not have supervisory responsibilities.

ESSENTIAL FUNCTIONS
The Essential Functions contained within this Position Description are representative of the required responsibilities for the position and may not include all responsibilities. The omission of specific statements of duties does not exclude them from the positions responsibilities if the work is similar related or a logical assignment for this position. Essential functions are those that a qualified individual must be able to perform with or without reasonable accommodation. Other duties may be required as assigned.

Administrative Assistant 1
Administrative Assistant 1 is the entry level class in the series and may support an individual a department a division or a simplistic District function. Employees in this position are not expected to function with the same amount of knowledge or skill level as Administrative Assistant levels 2. The Administrative Assistant 1 performs standardized general office and administrative duties that usually fit an established structure or pattern. Exceptions or changes in procedures are explained in detail by a supervisor. Individuals are typically under immediate supervision for most tasks and have very limited independence of action. Administrative Assistant 1 employees exercise restricted discretion and judgment in work matters. Errors generally affect immediate or surrounding work units and may create minor inconvenience to co-workers or external customers. Administrative Assistant 1 employees perform routine duties within standard guidelines while learning District policies and procedures and Special District requisites and practices.

Representative duties for Administrative Assistant 1 may include:

• Interact and communicate with District staff and the general public providing excellent customer service to both.
• Articulate and present a positive professional image both in person and on the telephone.
• Communicate clearly and concisely both orally and in writing.
• Understand and carry out oral and written directions.
• Establish and maintain effective working relationships with employees and supervisors.
• Accept screen take messages and/or route telephone calls to appropriate staff member or department; assist callers with questions regarding programs services or procedures.
• Greet and welcome visitors in a positive and friendly manner; provide information regarding programs services or procedures.
• Operate office equipment such as telephone copier scanner facsimile laminator printer postage machine and other general office equipment as necessary to complete essential functions.
• Utilize a personal computer for email and basic word processing and spreadsheet functions.
• Maintain office equipment and resolve associated maintenance issues.
• Distribute incoming mail and packages and prepare outgoing mail.
• Monitor order and stock office supplies and cleaning supplies.
• Schedule meetings.
• Create process and maintain a variety of documents and administrative records.
• Perform other administrative tasks such as: typing and word processing; data entry; answer telephones and relay information; maintain records and files; compose and edit correspondence; duplicate and distribute materials; prepare for meetings review and process documents.
• Perform other duties as assigned.

Administrative Assistant 2

The Administrative Assistant 2 may support an individual a department a division or a District function. The administrative duties are varied and typically but not always fit an established structure with direction and guidance available for work beyond fixed patterns. Some duties may be more diversified and complex involving different and/or unrelated processes and methods that require evaluation of several alternative courses of action. Confidential information may be part of assignments. Work is performed under routine supervision with decision-making support available as needed. The incumbent has the latitude to select the most appropriate methods and tools to get the job done within established administrative guidelines procedures or instructions. The use of initiative and independent judgment with limited and supervised latitude is permitted. Errors generally may affect beyond the immediate or surrounding work units or a particular phase of District operations and could create moderate inconvenience to co-workers or external customers. The Administrative Assistant 2 has a thorough knowledge of operating procedures related to the assigned work and responsibilities and an overall knowledge of the Districts policies and procedures all of which are utilized as needed with work assignments and issue resolve. The Administrative Assistant 2 also has medial knowledge base of Special District requisites and practices.

Representative duties for Administrative Assistant 2 may include:

• All Administrative Assistant 1 duties.
• Demonstrate an understanding of the mission and core values of the District in work and professional endeavors.
• Provide administrative support to existing District functions.
• Coordinate and confirm travel arrangements and process expense reimbursements.
• Prepare purchase orders.
• Assist with preparation of RFPs.
• Assist in budget preparation and monitoring of expenditures.
• Attend meetings and record minutes; follow-up on action items as necessary.
• Research and compile a variety of informational materials from sources both internal and external.
• Review finished materials for completeness accuracy format and appropriate English usage including spelling grammar and punctuation.
• Manage projects that require moderate discretion and judgment and typically with a specified beginning and end.
• Perform other duties as required.

KNOWLEDGE & ABILITIES

• Excellent customer service skills.
• English usage spelling grammar and punctuation.
• Basic mathematical principles.
• Methods and techniques of proper phone and email etiquette.
• Skill in the use of operating basic office equipment including word processing and/or data entry skills.
• Proficient in using current Microsoft applications.
• Principles of organization.
• Principles of time management.
• Principles of business letter writing and basic report preparation.
• Principles and practices of sound business communication.
• Attention to detail.
• Problem solving.
• Ability to communicate effectively both orally and in writing.
• Ability to understand and follow specific instructions and procedures.
• Ability to maintain confidentiality of records and information.
• Organizing and coordinating skills.

MINIMUM REQUIREMENTS

Administrative Assistant 1

• High school diploma or GED.
• At least two (2) years of experience related to the responsibilities specified herein or an equivalent combination of education training and experience which provides the requisite knowledge skills and abilities for this position.
• Must possess and maintain a valid FL Drivers License. Employees and applicants who do not meet this requirement should contact Human Resources at or including anyone requesting an ADA accommodation.
• May be required to drive a District vehicle for business related purposes.

Administrative Assistant 2

• High school diploma or GED.
• At least three (3) years of responsible administrative support experience related to the responsibilities specified herein or an equivalent combination of education training and experience which provides the requisite knowledge skills and abilities for this position.
• Must possess and maintain a valid FL Drivers License. Employees and applicants who do not meet this requirement should contact Human Resources at or including anyone requesting an ADA accommodation.
• May be required to drive a District vehicle for business related purposes.

PERFORMANCE APTITUDES

Communication Skills
Requires the ability to effectively communicate with a wide variety of internal and external customers. Must be able to communicate in a positive and professional manner and requires the ability use multiple modes of communication including but not limited to email phone video calls and face-to-face. Must possess the ability to work with diverse teams and individuals with various communication styles and be able to collaborate effectively.

Organizational and Time Management Skills
Requires the ability to plan prioritize and manage tasks to ensure timely and efficient completion within specific timeframes. Must be able to manage multiple tasks and pieces of information simultaneously. Must maintain efficient filing systems with meticulous attention to detail to ensure smooth operations.

Technological Skills
Requires the ability to operate various technologies and software that are relevant to the position including computer copier scanner printer laminator and postage machine. Must possess excellent knowledge of Microsoft and Google business suites.

Interpersonal and Customer Service Skills
Requires the ability to provide guidance assistance and/or interpretation to others regarding the application of procedures and standards to specific situations while maintaining a friendly positive demeanor. Must possess conflict resolution skills and the ability to maintain a calm composed presence in stressful situations.

Problem Solving and Critical Thinking Skills
Requires the ability to identify issues analyze situations and develop effective solutions. Must possess the ability to anticipate challenges and proactively address these challenges while applying logic to ensure minimal disruptions to the business operations. Must possess the ability to be adaptable and allow for seamless adjustment to changing priorities and demands.

Adaptability and Flexibility Skills
Requires the ability to adjust to new tasks processes and procedures quickly. Must possess the ability to embrace new challenges manage unexpected tasks and shift priorities as needed.

Mathematical Skills
Requires the ability to perform addition subtraction multiplication and division; the ability to calculate decimals and percentages; and the ability to utilize principles of fractions.

Dress and Grooming
Requires a professional appearance including appropriate grooming and dress per established policy.

WORKING CONDITIONS

Physical Ability
Tasks require the ability to exert light physical effort in sedentary to light work but which may involve some lifting carrying pushing and/or pulling of objects and materials of light weight (5-20 pounds independently and 50 pounds with assistance). Tasks may involve extended periods of time at a keyboard or workstation.

Sensory Requirements
Some tasks require the ability to perceive and discriminate colors or shades of colors sounds depth texture and visual cues or signals. Most tasks require the ability to communicate orally.

Environmental Factors
Essential functions are regularly performed in an office setting with public contact and without exposure to adverse environmental conditions.

REQUIREMENT TO WORK DURING DECLARED EMERGENCIES
Employees deemed as essential may be required to work during a declared emergency. On an incident-by-incident basis the District will make the determination as to who will be required to work.

DRUG FREE WORKPLACE EMPLOYER
North Collier Fire Control and Rescue District is a Drug Free Workplace Employer.

VETERANS PREFERENCE EMPLOYER
Applicants may be eligible for Veterans Preference in accordance with Section 295.07 of the Florida Statutes which provides for Veterans Preference in hiring and retention. Additional rules for Veterans Preference are outlined in Florida Administrative Code (and Florida Administrative Register) FAC 55A- 7

EQUAL OPPORTUNITY EMPLOYER
North Collier Fire Control and Rescue District is an Equal Opportunity Employer. North Collier Fire and Rescue District provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race color religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity of expression or any other characteristic protected by federal state or local laws.

ADA COMPLIANCE
North Collier Fire and Rescue District complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process to perform essential job functions and/or to receive other benefits and privileges of employment please contact Human Resources at

The below disclaimers are required as a part of the application process. By Submitting your application you confirm that you have read and understood the disclosures below.

• I understand that should I be offered a position of employment I will be asked to provide my social security number. The agency will use this number for one of more of the following purposes: 1) post-offer background screening (2) verifying my eligibility for employment and (3) reporting my earnings once employed to the appropriate Federal State and Local agencies if applicable.
• I understand that the District may make a thorough investigation of my character reputation past employment motor vehicle records and my criminal conviction background consistent with federal and state law. I authorize the giving and receiving of any such information requested by the District (including financial and credit records) and hereby relieve and release all former employers and their agents of any liability for any information they may give to the District. I hereby waive any rights or claims I may have whether present fully developed or not against the North Collier Fire Control and Rescue District and its agents and employees arising out of or resulting from the release authorized or unauthorized of the following information received pursuant to or in connection with the Districts handling processing investigating etc of my application.
• By clicking on the Submit button I hereby certify that every statement I have made in this application is true and complete to the best of my knowledge.
• I understand and agree that except as specifically prohibited by State Law or Local ordinance or regulation all District policies and procedures do not create any property rights in employment and that employment may be terminated by either the employee or the District at any time with or without cause.
• I agree that if a future potential employer contacts the District or its representatives concerning my work record and my work performance at the District I hereby consent to and authorize persons employed by the District to divulge any and all information they consider relevant to any person representing themselves to be an employer or potential employer of mine with respect to my work records and/or performance of my job at the District.
• I understand that all information provided herein is public record and is subject to review upon request in accordance with Florida Statue 119.071.
• I agree to submit to testing to determine the presence or absence of alcohol ir illegal controlled substances in my body under whatever legal policies or procedures the North Collier Fire Control and Rescue District has in effect on the subject at the time testing is required.
• I agree to post-offer testing if requested and understand that failure to meet any job-related medical and/or health requirements for the position with or without reasonable accommodations which would enable me to perform the essential function of the job may prevent employment by the District.
• I understand that all employees who do not have a written employment contract are employed at the will of the district and that all offers of employment are contingent upon successful completion of all background investigations which may include but are not limited to employer and non-employer references background and where applicable post-offer testing.
• I agree that upon termination of employment I shall return all District property.
• *NOTE: The Provisions of the Fair Credit Reporting Act may be applicable if a credit report on the applicant is obtained and considered.
  

Required Experience:

Junior IC