Job Opening: Executive Assistant/Office Manager

FLORIDA INLAND NAVIGATION DISTRICT

EXECUTIVE ASSISTANT/OFFICE MANAGER (full-time, in office)

Location: Tequesta and Jupiter, FL (Full-time in office, Mon-Fri 8AM-5PM)

Employer: Florida Inland Navigation District (FIND), an independent special taxing district and local sponsor of Florida’s Intracoastal Waterway in partnership with the US Army Corps of Engineers.

 

Job posting: March 25, 2024

Deadline: Open until filled. Anticipated start date is May 1, 2024

Salary: $65,000-$70,000 salary range

Benefits: Medical, Dental, Paid time off, Florida Retirement System, Life Insurance

 

Application: Applications must include a cover letter, detailed resume and 3 professional references. Email application to JZimmerman@aicw.org

 

Position Summary: The Florida Inland Navigation District is seeking a high-level administrative assistant who demonstrates a commitment to public service and team success. This is a responsible executive administrative work position in support of the Executive Director or Deputy Director. The ideal candidate has exceptional clerical experience, office management skills and a passion for boating and Florida’s waterways. Detailed job responsibility listing available upon request.

 

Primary Responsibilities:

  • Performs daily clerical tasks and office management. This includes answering the phones, opening mail, ordering and maintaining supplies, managing contractors for office maintenance, upkeep and repair, minor accounting and purchasing support, scanning and filing, data entry for quarterly grant reports and fulfilment of public records requests.
  • Administrative support for the FIND Board of Commissioners monthly Board meetings. This includes publishing legal notices; meeting planning and scheduling; attendance coordination with commissioners; transcribing meeting minutes; printing/collating and distribution of meeting agendas; maintain outreach and meeting mailing lists; track and maintain district resolutions and management of archived records.
  • Assist in the development of letters, documents and reports, update website, participate in the planning and implementation of the district’s 100th anniversary activities and other outreach/event planning.

 

Required Knowledge and Skills:

Considerable knowledge of the principles and organization of public administration.

Knowledge of the functions, operations, and strategy of F.I.N.D.

Ability to direct and coordinate the work of others as required by assignment.

Ability to work independently on complex and confidential tasks and to deal with non-routine matters.

Ability to interpret, explain and apply policies, procedures, rules and regulations.

Ability to compose effective and accurate correspondence pertaining to varied and specialized subject matter.

Ability to communicate effectively, both orally and in writing.

Ability to develop and maintain an effective and cooperative working relationship with others.

 

 Qualifications:

  • Associate degree plus 3-years of work-related experience; or a bachelor’s degree and 2-years of work-related experience; or a high school diploma and 5-years of work-related experience.
  • Exceptional clerical skills and proficiency with Microsoft Office suite of products, primarily Word, Excel, Access, and PowerPoint.
  • Excellent time management and organizational skills. Ability to work independently to oversee multiple projects simultaneously. Previous experience working with a public agency or state/local elected office is preferred.
  • Outstanding interpersonal skills: ability to work cooperatively with a variety of stakeholders including FIND staff and commissioners, agencies, elected officials, local governments and contractors.
  • Previous experience with event planning.