Administrative Specialist – Hillsborough County (Tampa)

WHY JOIN US

Hillsborough County Government provides employees with careers that are both professionally and personally rewarding. With a wide range of independent agencies to choose from, the opportunities within Hillsborough County Government are endless! You are not just an employee within the government, you are an ambassador and business partner making a huge impact within our community that helps shape our future.

WHY WE EXIST

Our mission is to provide effective quality service at a reasonable cost with courtesy, integrity and accountability in a manner that protects and enhances the quality of life of our diverse population.

Ideal candidate is someone w/ 2+ years of administrative assistant experience. Experience in support of legal/paralegal services or real estate/real estate title work is a strong plus. Prospective candidate must also possess strong computer skills and have a thorough grasp of programs such as Microsoft Word, and Excel, as well as possess the mental wherewithal to quickly learn various County software programs such as Permits Plus, Kronos, Microsoft Dynamics CRM, and others. College degree or equivalent 62-credit hours is a strong plus.

Performs administrative and office support duties providing customer service, clerical, secretarial, processing and/or internal financial related duties, which may require varying degrees of independent judgment. Positions in this series normally report to either a Section/Division Manager, Division Director, and/or Department Director.

A Bachelor’s degree in the related area; and
Two years of administrative/secretarial experience.

OR

An equivalent combination of education (not less than a high school diploma/GED), training, and experience that would reasonably be expected to provide the job specific competencies listed above.

Medium work – Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

• This job is performed in a professional office environment.
• This job is largely a sedentary role.
• This job may require an incumbent to lift boxes up to 30 pounds, open filing cabinets, and bend/stand as necessary.

Note: The following duties are illustrative and not exhaustive. 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. Depending on assigned area of responsibility, incumbents in the position may perform one or more of the activities described below:

• Performs a variety of advanced administrative, secretarial, and confidential functions and duties supporting a division director.
• Maintains division director’s calendar; schedules and coordinates appointments, reserves venue, coordinates attendees; assembles handout materials, slideshow presentations and equipment.
• Prepares, proofreads and distributes correspondence, memos, spreadsheets, logs, invoices, and reports in final form, for approval or signature of division director.
• Reviews incoming postal mail, electronic mail, correspondence, and statements; forwards to the division director or other professional and department staff.
• Recommends to the division director improvements to administrative policies and internal workflow procedures, as needed.
• Provides input to division director on budgetary matters concerning office expenditures, such as equipment and supplies and monetary benefits, such as payroll and overtime.
• Processes, coordinates and adjusts payroll, timekeeping, and leave requests for division director’s approval and signature.
• Accesses, secures and monitors restricted, sensitive and confidential records or information to include but not limited to records involving- personnel, payroll, medical, performance or disciplinary.
• May assist division director by following-up on the status of time sensitive items within the department.
• May take and transcribe dictation verbally or from electronic sources; may take minutes, record and report meetings or proceedings for the division director.
• May prepare and distribute outgoing electronic mail and correspondence on behalf of division director; as authorized, may utilize an electronic signature or stamp for division director.
• May provide supervision, guidance, training, and review the work of subordinate administrative/clerical and administrative/secretarial staff to ensure accuracy, completion, timeliness and corrective action, as needed.
• May meet with staff members or members of the public, on behalf of division director or other professional staff. Performs other related duties, as required.

• Knowledge of policies, procedures, and rules of the assigned department function or operation.
• Knowledge of processing administrative and secretarial procedures, such as word processing, files and records maintenance, transcription, and other related procedures.
• Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar.
• Skill in the use of computers, computer related software or programs, local networks, databases and internet search engines.
• Skill in communication and effective writing.
• Ability to transcribe documents and information from different sources.
• Ability to handle restricted, sensitive and confidential information.
• Ability to serve the public and represent the County with courtesy and professionalism.
• Ability to effectively lead or supervise lower-level administrative/clerical and administrative/secretarial staff.

WHAT’S IN IT FOR YOU

Veteran’s Preference:

Do you qualify for Veteran’s Preference? Preference will only be entitled upon initial appointment for eligible veterans and eligible spouses of veterans. Documentation that clearly shows dates of service, campaign awards or medals received, and character of discharge (DD-214 Member-4 or Service-2 copy) to support entitlement to preference must be provided at the time of application.

Equal Opportunity Employer:

Hillsborough County Government provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Hillsborough County Government complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Hillsborough County welcomes and encourages applications from minorities, veterans, and persons with physical and mental disabilities, and will reasonably accommodate the needs of those persons in the application and testing process. The decision on granting reasonable accommodation requests will be on a case-by-case basis.

Hillsborough County Government expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Hillsborough County Government’s employees to perform their job duties may result in discipline up to and including discharge

Hillsborough County is a drug free workplace.

Response/Recovery Activities:

Employees are required to participate in response/recovery activities in response to an emergency or natural disaster affecting County operations and/or its citizens. In such situations, every effort will be made to maintain operations, but employees will be assigned to carry out response activities suited to their skills and capabilities. *MON*