Administrative Assistant & Receptionist - Fleet Management

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

Serves as the initial point of contact for the Fleet Management Division by greeting and assisting visitors, directing inquiries, and managing multi-line phone communications. Provides a range of administrative and clerical support to ensure smooth daily operations and professional engagement with clients, staff, and the public.

ILLUSTRATIVE DUTIES

Reception & Client Services

• Greets and assists visitors in a courteous and professional manner.

• Directs incoming calls using a multi-line phone system to the appropriate staff member or department.

• Answers basic, non-technical inquiries from the public and other divisions.

   

Administrative Support

• Will provide administrative support to divisional operations where needed.

   

Clerical & Operational Tasks

• Processes in-county and out-of-county travel requests and reimbursement vouchers.

• Transports packages and documents between the main office, county administration building, and other locations as needed.

• Performs other duties as assigned by the Fiscal Manager and Division Director.

KNOWLEDGE, ABILITIES AND SKILLS

Knowledge of:

• The English language including correct grammar, punctuation, and word usage.

• Basic functions of each Extension program and associated county and state agency services.

   

Skills in:

• Using Microsoft Office applications, including Word, Excel, and PowerPoint.

• Recordkeeping and tracking detailed information with accuracy.

Ability to:

• Provide professional, courteous, and effective service to clients, visitors, and staff.

• Communicate clearly and pleasantly in both written and verbal formats.

• Follow oral and written instructions precisely.

• Maintain calendars and manage appointments effectively.

• Respond to internal and external requests promptly and meet deadlines.

• Lift up to 25 pounds and perform tasks that require seeing, hearing, sitting, and ambulating independently.

MINIMUM QUALIFICATIONS

• Graduate of an accredited high school or equivalent diploma/GED and have a minimum of two (2) years ‘of experience in a professional office environment as an office or executive assistant, receptionist, student assistant, or in a related field.

• Must possess and maintain a valid Florida’s Driver’s License.

• An equivalent combination of education, training, or experience that is directly related to the duties of this position may be substituted for the stated minimum qualifications, except for required licenses or certifications.

SPECIAL REQUIREMENTS

All Polk County BoCC employees will be required to work before, during, or after an emergency. During an emergency, employees may temporarily be assigned to work and perform duties outside the normal scope of their position, location and work schedule to fit the needs of the county and its residents.