What are the responsibilities and job description for the Board Support Specialist position at Osceola County?
NOTE TO INTERNAL APPLICANTS: INTERNAL CANDIDATES IN THE SAME CLASSIFICATION AND/OR PAY GRADE AS THE POSITION POSTED WILL NOT RECEIVE A PAY ADJUSTMENT IF SELECTED.
Under direction of the Board Support Manager, the purpose of the position is to provide complex and specialized secretarial support to the Board of County Commissioners in the preparation of agendas and documentation, assists with specialized projects, and other assigned Sunshine Committees. Employees in this classification function at senior level and are accountable for the accuracy of work in preparing agendas, recording minutes of various Sunshine Committees, maintaining official County records, and fulfilling public records requests of archived documents, promoting transparency and providing access of records to the public. Position assists County departments with agenda management and record retention practices, and general County policies and procedures related to public notices. Performs related work as directed.
The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.
- Assists with specialized projects to support administrative processes of the department; coordinates activities with other departments as needed.
- Performs a variety of moderately complex and specialized secretarial functions, e.g., compiling agendas and supporting documents, real-time transcription during assigned meetings, formalizing transcription into meeting minutes, records retention and management; gathers, and prepares data; may oversee the work of clerical support staff.
- Performs a variety of critical record keeping duties, maintains filing systems and relevant materials appropriate to the office, maintains all official records including Codes, reviews, scans, and indexes documents of assigned Sunshine Committee meetings. Preserves and retrieves archived records.
- Reviews, prepares, and processes for signature documentation and minutes of official character.
- Maintains and files County Ordinances with the codifying company, reviewing the accuracy of any changes to the Osceola County Code of Ordinances, and disseminates to various County Departments and agencies.
- Assists Manager to ensure County’s documents on the website are accurate.
- Assist the Manager with office support including, but not limited to, processing of invoices, inventory, ordering of supplies, maintenance of office equipment, and development of budget.
- Posts and files meeting notices in compliance with the Sunshine Law and administrative regulations.
- Receives telephone inquiries and concerns, ascertaining the nature of the call, and resolving personally, or directing it to the appropriate individual or department.
- Prepares, composes, types, copies, and proofreads specialized forms and records; generates various correspondence, articles, memos, agendas, orders, reports, forms, manuals, or other relevant materials appropriate to the assigned department.
- Prepares documents and agendas for the Board of County Commissioners meetings and other various Sunshine Committees.
- Attends various meetings as required by the Board of County Commissioners, other county agencies, and state committees, e.g., various assigned Sunshine Committees, Charter Advisory Review Commission, Redistricting Committee. Administers oaths and affirmations when necessary during meetings.
- Maintains agenda management software and provides training to all users of the system.
- Tracks/logs various official records to assure all documents have been filed with the Clerk of the Circuit Court’s appropriate department, such as bonds, contracts, resolutions, and ordinances upon finalizing the agendas.
- Provides support for various other departmental meetings including set-up and breakdown of audio recording equipment.
- Assists all County Departments with record retention management and practices of County documents.
- Develops effective working relationships with all levels of management, officials, and the general public.
- Performs duties as assigned/necessary which are related, or logical in assignment to the position.
Education: High School Diploma or GED
Experience: Three (3) years responsible experience in clerical/secretarial support functions, to include meeting scheduling and agenda preparation; applied knowledge in recording minutes and maintaining records preferred.
Miscellaneous: Must possess and maintain a valid Florida Driver's License.
Experience: Three (3) years responsible experience in clerical/secretarial support functions, to include meeting scheduling and agenda preparation; applied knowledge in recording minutes and maintaining records preferred.
Miscellaneous: Must possess and maintain a valid Florida Driver's License.
- Ability to understand and follow written and oral instructions.
- Ability to multitask, cover increased workloads, and work a flexible schedule when necessary.
- Considerable knowledge of modern office procedures and equipment; thorough knowledge of clerical and secretarial support functions.
- Ability to communicate effectively verbally and in writing, and in particular skilled in proper business English.
- Skill in using good judgment, discretion, and confidentiality in the performance of duties.
- Skill in complex correspondence, summaries, and reports in a clear and concise manner.
- Skill in transcribing dictation using notes or dictating equipment.
- Skill in reading, updating, and maintaining various records and files.
- Ability to perform routine mathematical computations and tabulations accurately and efficiently.
- Ability to access, operate, and maintain various software applications.
- Ability to operate basic office equipment, e.g., computer terminals, printers, copy machines, telephone systems, and facsimile machines.
- Ability to read, update, and maintain various records and files; knowledge of administrative support functions, e.g., records maintenance, data analysis, reports processing, documentation proofing.
- Skill in establishing and maintaining effective working relations with all levels of management, employees, other departments, officials, and the general public; skill in the principles and techniques of customer service skills/ excellent customer service to internal and external customers.
- Provides notary service for various County documents.
PHYSICAL DEMAND REQUIREMENTS:
Physical Demand: Light
- 20 pounds maximum lifting.
- Frequent (up to 2/3 of the work time) lifting, carrying up to 10 lbs.
- If less lifting is involved will require significant walking/standing.
- If mostly sitting is involved will require push/pull on arm or leg controls.
- Expressing or exchanging ideas by spoken word or perceiving sound by ear.
- Good eyesight for production or safety of self and others.
- Physical agility is required in kneeling, bending, stooping, and reaching.
- Required to have clear vision at distances of 20 inches or less.