**Close Date - April 5, 2023**
This class performs complex and technical administrative duties for a department, division, unit, or group, including correspondence administration, researching and responding to public inquiries, administrative workflow administration, and records administration; and may act in lead or senior worker capacity.
EXAMPLES OF DUTIES
May serve as a lead to lower level staff by prioritizing and assigning work, training staff on work methods and procedures, and/or performing other related activitiesOrganizes, coordinates, and administers a variety of specialized programs and/or activities involving complex technical administrative support requiring specialized knowledge in assigned area of responsibilityInitiates, processes, prepares, records, and/or reviews routine, complex, and/or specialized paperwork, forms, reports, and/or confidential information related to assigned area of responsibility, ensuring completeness and accuracy of information; maintains related records; may notarize documents utilizing established guidelines and proceduresResponds to telephone, e-mail, written, and in-person inquiries from the Board, the public, departments within the Agency, and/or other interested parties; provides answers and information requiring knowledge of departmental policies and procedures; and collect funds and issue receiptsMaintains a variety of records, files, and information for assigned area of responsibility to ensure compliance with applicable rules and guidelines; audits files for completeness and accuracy; categorizes and maintains technical manualIndependently drafts, composes, and types a variety of business documents, including letters, memos, charts, newsletters, technical specifications, and/or other related documents; maintains confidentiality regarding sensitive issuesOrganizes, monitors and maintains inventory, supplies, equipment, and/or other related items; initiates service and/or repairs of applicable itemsServes as a liaison with employees and external organizations, including representing the department at a variety of meetings, public events, training sessions, on committees, and/or other related eventsAssists with budget preparation by preparing cost estimates and assisting with preparing budget recommendationsPerforms other duties as assigned
Position assigned to the County Administrator's Office may be responsible for:
Agenda preparation/distribution (all phases)Prepare recommendations/proclamationsPrepare sign document log/transmittals for all documents approved by the Board requiring the Chairman's signatureMaintain the Board's/Committees' Book and filesServe as Administrator of AgendaQuick, a web-based Agenda Management System
Positions assigned to Centralized Services may be responsible for:Receiving, reviewing, recording, prioritizing, and preparing civil judicial non-enforceable processes received from courts, attorneys, individuals, and businessesPositions assigned to Community Relations may be responsible for:Coordinating the citizens law enforcement academyAssisting with the production of the "Wanted Fugitives" showFacilitates various public education tours and classesPositions assigned to Court Services may be responsible for:Preparing prison commitment packages on inmates being transferred to state prisonConducting background checks on potential employees and volunteersReviewing criminal registration and sexual predator databases for qualifying offendersPositions assigned to Employee Benefits may be responsible for:Processing new employee benefitsFacilitating informational meetings with employees regarding benefit optionsCoordinating benefits open enrollmentCalculating retirement benefitsPositions assigned to Engineering Department, Transportation Operations, may be responsible for:Coordinating directly with partner agencies on projects and billingsCoordinating with GIS division for mapping and graphicsCreating mapping, graphics, and templatesCoordinating all lighting projects, billing, budget, and design reviewQuarterly/annual reportingSoftware/data maintenanceSending out, tracking, and evaluating traffic calming petitions and making recommendations based on findingsPositions assigned to Road & Bridges or Fleet Services may be responsible for:Renewing confidential tags on vehicles being used for covert operationsCoordinating the completion of paperwork for vehicles to be sold at auctionPositions assigned to Information Systems may be responsible for:Assisting users with computer, printer, and software pricing and quotesProcessing the return of damaged and/or defective computer equipmentPreparing and documenting FCC licensesPositions assigned to Mass Transit may be responsible for or required to:Demonstrate knowledge and understanding of of the Americans with Disabilities Act of 1990 (ADA) and related Federal Transit Administration (FTA) regulations and amendments related to paratransit eligibility criteria and certification methodsDemonstrate knowledge of appropriate medical terminology, as it applies to disabilities and functional limitationsImplement the paratransit ADA and TD certification eligibility process, including the recertification of current clients to determine paratransit eligibility using established procedures for pertinent local, State and Federal rules, regulations and laws governing Escambia County's Paratransit ServicesCoordinate with the current paratransit contract operator to update and maintain clients' paratransit application data and status information in computer database tracking softwareProvides administrative and technical support regarding monitoring contract compliance, quality assurance, program safety, no-show administration, emergency operations, systems performance audits monitoring as presented by outside human services agencies, and management reports as requiredCoordinate with the Transit Division Manager and Transit Finance Manager to identify strategies and opportunities to improve efficiencies and work with staff to develop and implement various ways to monitor the paratransit serviceCoordinate and assist with paratransit contract billing monthlyManage and respond to paratransit service inquiries and customer complaints; ensures appropriate investigation and response to issues and problems; documents resolutions with customer comment softwareProvide information to client agencies regarding the appropriate modes of transportation for the agencies' clients as well as ECAT's policies and procedures; define the informational resources needed in the communityOffer travel training to paratransit riders. Travel Training consists of educating individuals or groups on a wide range of skills, including trip planning, street crossing, bus travel, map and schedule reading, and safety skills, while utilizing public transportationProvide administrative support of the Transit Division ManagerPositions assigned to Public Safety may require or be responsible for:Associate's degree or higher, is preferredFamiliarity with County or municipal governmentExperience with Fire or Emergency Services, law enforcement, or the militaryConducting criminal, investigative, and intelligence record checks with applicable law enforcement agenciesAdministering applicable proprietary software programsResearching grant programs, preparing related applications, and administering grantsDeveloping and maintaining web-based information bulletin boards for field personnelEvaluating medical supply requirements and develops generic descriptions and specifications into contract solicitationsPositions assigned to Records Management may be responsible for:Administering permanent records storageMaintaining and coordinating records destruction utilizing established guidelines and proceduresDetermining appropriate fees for customers requesting copies of recordsPositions assigned to Risk Management may be responsible for:Preparing injury reports, accident reports, invoices, and compliance paperworkCompiling and organizing work status reportsPositions assigned to Soil and Water Conservation may be responsible for:Assisting in conducting surveys, wetland determinations, threatened and endangered species evaluations, and prescribed burning for land management
Positions assigned to Jail Health Services may be responsible for:
Follows all related federal, state and correctional health care policies, regulations and guidelinesCoordinates training for Electronic Medical Record (EMR) system
Develops and implements procedures for establishment and maintenance of inmate health records
Ensures functions of the medical records department are followed in accordance with direction from the Escambia County Board of County Commissioner's Health Services Section Policy and Procedure ManualEnsures establishment and maintenance of medical records for all inmatesCoordinates and authorizes the release of information from the medical records department in accordance with HIPAA RegulationsCoordinates all requests for health information
Summarizes and prepares data for analysis and research
Answers inquiries concerning medical record information for authorized personnel
TYPICAL QUALIFICATIONS
Minimum Qualification Requirements:Training and Experience:High School Diploma or equivalent (G.E.D.), typing speed of 35 wpm without errors, basic math and reading skills, and five years of experience in a clerical or secretarial position; or, a combination of education and experience equivalent to these requirements.Licenses and Certifications:NCIC certification is required for individuals assigned to the Road PrisonKnowledge, Skills, Abilities, and Other Characteristics (KSAOs):project management principlesresearch and reporting methodspublic relations principlesspecialized terminology, procedures, policies, and practices in assigned area of responsibilityapplicable Federal, State, and local laws, rules, regulations, codes, and/or statutesbasic mathematical principlesroutine bookkeeping principles and practicesmodern office procedures, methods, and equipmentbasic filing and recordkeeping principlesprioritizing work tasksreviewing work methods and/or procedures and making recommendations for improvementusing a computer and related software applicationsmonitoring activities in assigned area of responsibilitycollecting, organizing, and presenting complex technical datadesigning and preparing reports and formsproviding customer serviceproofreading and editing documentsutilizing modern office equipmentperforming mathematical calculationscommunication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work directionhandle multiple tasks simultaneouslytype complex correspondence, memos, vouchers, and/or other related informationmaintain complex, sensitive, and confidential documents, records, and filesdefine problems, collecting data, establishing facts, and drawing valid conclusionswork independentlyconduct specialized researchassemble and organize data and information
SUPPLEMENTAL INFORMATION
County-wide Employee Responsibilities:
All Escambia County BCC employees must serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Escambia County BCC's Employee Code of Ethics, gift, and conflict of interest policies.
All Escambia County BCC employees must establish and maintain effective working relationships with the general public, co-workers, elected and appointed officials and members of diverse cultural and linguistic backgrounds, regardless of race, color, religion, sex, national origin, age, disability, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression.
Emergency Management Responsibilities:
During emergency conditions, the incumbent of this position will automatically be considered an emergency service worker. This employee is subject to being called to work in the event of a disaster, disaster, such as a hurricane, or other emergency situation and is expected to perform emergency service duties, as assigned.
Physical Requirements:
Positions in this class typically require: reaching, standing, walking, lifting, grasping, talking, hearing, seeing, and finger and hand dexterity as well as repetitive motions.Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.
Benefits/Compensation Package:
· Medical / Dental / Vision plans
· Prescription coverage
· Employee health clinic
· Employee fitness centers
· Employer-sponsored retirement plan or an investment plan
· Deferred Compensation Plan
· Flexible Spending Account(s)
· Employee Assistance Program
· Annual/Sick Leave or Paid Time Off (PTO)
· Group Life Insurance
