| Senior Administrative Specialist – (200000UQ) Job Overview Performs administrative and office support activities providing customer service, clerical, secretarial, processing and/or internal Financial related duties, which may require varying degrees of independent judgement. Positions in this series will report to an Assistant County Administrator. Ideal Candidate Profile Administrative Specialist to Assistant County Administrator The Hillsborough County Public Works Administration is seeking a professional assistant to provide administrative support to the Assistant County Administrator. Candidate must have worked at the professional level under the leadership of senior management staff. The ideal candidate will have experience in providing support to one or more of the following: Board of Directors, Executive Officer, Chief Executive Officer, Chief Operating Officer, President, Vice-President, City Manager or Assistant County Administrator. Ideally, this candidate will have an advanced ability to multi-task, effectively set priorities and receive direction from multiple senior level managers. Knowledge and experience in the public works or public utilities environment is ideal. Minimum Qualifications A Bachelor’s Degree; AND Four (4) years of administrative/secretarial experience; OR An equivalent combination of education (not less than possession of a high school diploma/GED), training and experience that would reasonably be expected to provide the job-related competencies noted below. Core Competencies Customer Commitment – Proactively seeks to understand the needs of the customer 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. Independently performs a wide variety of paraprofessional administrative, secretarial and confidential functions and duties supporting the Assistance County Administrator (ACA).Managers and closely monitors the ACA’s calendar; schedules and coordinates appointments, conferences and itineraries; makes travel and lodging arrangements; completes travel reimbursement documentation. Initiates and composes agendas, minutes, correspondence, memos, spreadsheets, logs, invoices, and reports in final form, for approval or signature of the ACA. Interprets, recommends and implements improvements to administrative policies and internal workflow procedures. In the ACA’s absence, ensures that requests for action or information are completed or referred to appropriate staff member or area of responsibility; determines whether the ACA should be notified of high-priority or emergent matters. Independently processes, coordinates and adjusts payroll, timekeeping, schedules and leave requests for assigned department(s).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 serve as representative and liaison for ACA by disseminating directives, instructions, assignments and following-up on the status of time sensitive items within the assigned department(s).May prepare and distribute outgoing electronic mail and correspondence on behalf of the ACA; as authorized, may utilize an electronic signature or stand for the ACA. 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. Performs other related duties as required. Job Specifications Knowledge of policies, procedures, precedents, regulations, executive orders, and rules of assigned department(s).Knowledge of executive administration, such as word processing, managing files and records, transcription, designing forms 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. Knowledge of principles and processes for providing customer service, such as assessing customer needs, meeting quality standards for service, and evaluating customer satisfaction. Knowledge of the access, storage, destruction and release of restricted, sensitive and confidential information, and applicable guidelines. Skill in communication and effective writing. Ability to use logic and reasoning to identify complex problems and evaluate and implement alternative solutions, conclusions or approaches. Ability to manage own time and the time of others. Ability to use discretion and independent judgement in evaluating information. Ability to transcribe documents and information from different sources. Ability to service the public and represent the ACA with courtesy and professionalism. Ability to effectively lead or supervise lower level administrative/clerical and administrative/secretary staff. Physical Requirements This job operates in a professional office environment. This job is largely a sedentary role. This may requires incumbent to lift boxes up to 30 pound, open filing cabinets, and bend/stand as necessary. Work Category 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. 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. Primary Location: United States-Florida-Tampa Job: Senior Administrative Specialist.E.Admin Organization: CAD-PW-Public Works Schedule: Regular Shift: Standard Job Type: Full-time Job Posting: Oct 6, 2020 Classification Type: Classified Application Deadline: Ongoing Salary Range: 21.51 -34.42 US Dollar (USD) Hourly |
