Tier 1

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 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.
  

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 proce d ures, polici e s, and rules of assigned divis i on or unit.
• Knowledge of processing administrative and s e cretar i al procedures, s uch as word processing, fi l es and r e cor d s maint e nance, transcri p tio n , and ot h er r e lated proce d ures.
• Knowledge of the str u ctu r e and cont e nt of the E n glish langua g e, including the meaning and spelli n g of w ords, rules of composit i on and gra m ma r .
• Skill i n the use of comput e rs, c omputer related soft w are or programs, local networks, databases, a n d i n tern e t s e arch e ngines.
• Skill i n communication and effective wr i ting.
• Ability to transcribe documents a n d inf o rmation from different sources.
• Ability to handle restr i ct ed , sensitive, and conf i dential information.
• Ability to se r ve the public and r e pres en t the County with courtesy and professionalism.
• Ability to eff e ctively lead o r supervise l o wer‐level administrati v e/clerical sta f f.
  

Job Specifications

• Knowledge of policies, procedures, and r ules of the a s s igned depart m ent f unction or o p eration.
• Knowledge of processing administrative and s e cretar i al procedures, s uch as word processing, fi l es and r e cor d s maint e nance, transcri p tio n , and ot h er r e lated proce d ures.
• Knowledge of the str u ctu r e and cont e nt of the E n glish langua g e, including the meaning and spelli n g of w ords, rules of composit i on and gra m ma r .
• Skill i n the use of comput e rs, c omputer related soft w are or programs, local networks, databases, a n d i n tern e t s e arch e ngines.
• Skill i n communication and effective wr i ting.
• Ability to transcribe documents a n d inf o rmation from different sources.
• Ability to handle restr i ct ed , sensitive, and confi dential information.
• Ability to se r ve the public and r e pres en t the County with courtesy and professionalism.
• Ability to eff e ctively lead o r supervise l o wer‐level administrati v e/clerical and adm i ni s trative/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

• Seden t ary work ‐ E xert i ng up to 10 po u nds of force occasionally, and/or a neg l igible a mou n t of f o rce fr e que n tly or constantly to lift, carry, p ush, pull or ot h erwise move objects, i n cl u ding t h e human body. S e de n tary w ork involves sitti n g most of the time. Jobs a r e sede n tary if walking and standing are required only occasionally, and all o th e r s e denta r y criteria are met.
  

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

• Seden t ary work ‐ E xert i ng up to 10 po u nds of force occasionally, and/or a neg l igible a mou n t of f o rce fr e que n tly or constantly to lift, carry, p ush, pull or ot h erwise move objects, i n cl u ding t h e human body. S e de n tary w ork involves sitti n g most of the time. Jobs a r e sede n tary if walking and standing are required only occasionally, and all o th e r s e denta r y criteria are met.
  

Minimum Qualifications Required

• Associate de gree in t he r e lated area; A ND
• Two (2) years of administ r ati v e/secret a rial exper i ence; OR
• An equivalent combinati o n of educati o n (not less that possessi o n of a High S ch ool diploma/GED), train in g and e x peri e nce that would reaso n ably be expected to provi d e t h e job‐rel a ted comp e te n ci e s noted above.
  

Minimum Qualifications Required

• Bachelor’s d e gree in t he r e lated area; A ND

• Two (2) years of administra t ive/secretarial experience . ; OR

• An equivalent combinati o n of educati o n (not less that possessi o n of a High S ch ool diploma/GED), train in g and e x peri e nce that would reaso n ably be expected to provi d e t h e job‐rel a ted comp e te n ci e s noted above; AND

• Possession of a valid Florida Driver’s License.