Administrative Specialist (Facilities)

Job Overview

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, or Division Director.

Salary

Min $39,312.00 annually

Mid $55,078.40 annually

Benefits

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• Generous PTO & Holiday Plan
• Health Plans
• Health Savings Account
• Dental & Vision Plans
• Employee Assistance Program (EAP)
• Healthcare Flexible Spending Account
• Dependent Care Flexible Spending Account
• Tuition Reimbursement
• Cafeteria Benefit
• Life Insurance
• Short & Long-Term Disability Insurance
  
  

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.
  
  

Tier 2

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 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, log 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 discipline.
• 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.
  
  

Job Specifications

• 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.
  
  

Physical Requirements

• This job is performed in a professional office environment.
• This job is largely a sedentary role.
• This job may require the incumbent to lift boxed 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.
  
  

Minimum Qualifications Required

• Bachelor's degree in the related area; AND
• Two (2) years of administrative/secretarial experience.; OR
• An equivalent combination of education (not less that possession of a High School diploma/GED), training and experience that would reasonably be expected to provide the job-related competencies noted above.
  
  

Additional Requirements For Some Positions

• Possession of a valid Florida Driver's License.
  
  

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:

Required

Maintain the ability to pass the background checks required for the position. These background checks may include but are not limited to:

• Criminal History Background Check using Florida Department of Law Enforcement (FDLE) Criminal Justice Information Services (CJIS)
• Level 1 and Level 2 Background Screening (Ch. 435 Florida Statutes)
• Child Abuse, Abandonment, and Neglect Record Check using the State Automated Child Welfare Information System (SACWIS)
• Sex Offender and Sexual Predator record check using the list maintained by the Florida Department of Law Enforcement (FDLE)
  
  

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.