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.
Minimum Qualifications
- Associate’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-related competencies noted above.
Core Competencies
- Customer Commitment – Proactively seeks to understand the needs of the customers and provide the highest standards of service.
- Dedication to Professionalism and Integrity – Demonstrates and promotes fair, honest, professional and ethical behaviors that establishes trust throughout the organization and with the public we serve.
- Organizational Excellence – Takes ownership for excellence through one’s personal effectiveness and dedication to the continuous improvement of our operations.
- Success through Teamwork – Collaborates and builds partnerships through trust and the open exchange of diverse ideas and perspectives to achieve organizational goals.
Duties and Responsibilities
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 various complex administrative, secretarial, and confidential functions and duties supporting a section/divisional manager or senior divisional manager, and other professional staff.
- Composes, proofreads and edits correspondence, memos, spreadsheets, minutes, logs, and reports in final form, for approval or signature of divisional manager or senior divisional manager.
- Reviews and distributes for the divisional manager or senior divisional manager, detailed incoming and outgoing mail, electronic mail, correspondence, and statements.
- Schedules, coordinates and prepares meetings, meeting materials/handouts, appointments and conferences for divisional manager or senior divisional manager.
- Accesses and secures restricted, sensitive and confidential records or information.
- Researches and responds to requests for information and assistance, and determines priority status and refers to divisional manager or senior divisional manager, or other professional staff, as needed.
- Plans, organizes and coordinates division wide activities required by divisional manager or senior divisional manager, and other professional staff.
- May provide guidance and training, and review the work of others to ensure accuracy, completion and timeliness; may supervise lower level administrative/clerical staff.
- May take and transcribe dictation, verbally or from electronic sources; may take department meeting minutes for divisional manager or senior divisional manager.
- Performs other related duties as required.
Job Specifications
- Knowledge of procedures, policies, and rules of assigned division or unit.
- 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 staff.
Physical Requirements
- This job operates 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.
Work Category
Sedentary work – Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.
Emergency Management Responsibilities
In the event of an emergency or disaster, an employee may be required to respond promptly to duties and responsibilities as assigned by the employee’s department, the County’s Office of Emergency Management, or County Administration. Such assignments may be for before, during or after the emergency/disaster.
Additional Job Requirements
A department, depending on the nature of its mission and operations, may require that employees in all or certain positions in this job classification:
- Possess the necessary job related license(s) or certification(s) that may include possession of a Florida Driver’s License (Class E).
Career Progression
Employees in this classification that acquire the competencies and minimum qualifications for the next tier will be able to apply for promotional opportunities through a competitive selection process. Employees will not automatically be upgraded to the next tier. Reclassifying a position is based on business need and financial impact and is not based solely on the job competencies or qualifications of the incumbent.
Primary Location: United States-Florida-Tampa
Job: Administrative Specialist.N.Admin
Organization: CAD-PW-Public Works
Schedule: Regular
Shift: Standard
Job Type: Full-time
Job Posting: Apr 22, 2020
Classification Type: Classified
Application Deadline: Apr 25, 2020
Salary Range: 16.38 -25.38 US Dollar (USD) Hourly
