Administrative Assistant (Facilities)

Hillsborough County Clerk of Court & Comptroller•Tampa, FL

2d•$34,320 - $44,616

About The Position

Provides administrative, clerical, and financial processing support for departmental operations. Key tasks include purchase order and invoice receipting, PCard payment processing, work order entry in EAM, customer service, mail handling, and general office support. Ensures transactions are processed timely and maintains compliance with ESQA requirements and segregation of duties. The position typically operates in a professional office environment and is mostly sedentary. Depending on the assigned area, the employee may drive a motor vehicle to deliver mail or supplies to field offices or other county facilities. In an emergency or disaster, the employee may be assigned duties before, during, or after the event by the department, County Office of Emergency Management, or County Administration.

Requirements

High school graduation or possession of a GED certificate.
Two years of clerical experience, or an equivalent combination of education (at least a high school diploma or GED), training, and experience that provides the stated job-related competencies.
Knowledge of English grammar, punctuation, and spelling.
Ability to maintain and file records; proof one's own work and that of other clerical personnel; perform accurate computations and data verification; coordinate clerical employees; and instruct new employees.
Ability to follow oral and written instructions and work effectively with others.
Knowledge of and ability to operate data-processing, word-processing, and other office equipment.
Ability to type, prioritize work, and perform clerical duties such as filing, answering phones, and compiling figures for routine reports.
Ability to use a computer and related software.
Depending on assignment, possession of a valid Florida driver's license; additional job-related requirements may include a Florida Class E driver's license.
Maintain the ability to pass background checks required for the position, which may include FDLE criminal-history checks, Level 1 and Level 2 screening, child-abuse/neglect record checks, and sex-offender and sexual-predator record checks.
Possess any necessary job-related licenses or certifications.

Responsibilities

Maintain basic manual and automated file systems, or assist with maintaining a large, complex system.
Code, classify, post, and compile information for use by others.
Receive, verify, and register documents; assign file numbers and affix seals as appropriate.
Review forms, documents, and other materials for accuracy and completeness.
Assist staff and members of the public, respond to inquiries, and search files for requested information.
Compile data and compute and verify figures.
Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
Maintain logs and records of equipment, inventory, costs, services performed, documents received, and charges; may maintain employee attendance and leave records.
Maintain office-supplies inventory, anticipate needs, place and expedite orders, and verify receipt of supplies.
Operate office equipment such as adding machines, copiers, telephones, shredders, and postage meters.
Prepare and type forms, vouchers, requisitions, invoices, notices, schedules, legal documents, and other materials from drafts or multiple sources.
Train and guide others and review their work for completeness and accuracy.
Depending on assignment, drive a motor vehicle to deliver mail or supplies to field offices or other county facilities.
Greet and receive callers or visitors, determine the nature of their business, and provide general support where applicable.
Conduct office functions such as inventory, document receipt and filing, and report preparation; may maintain employee attendance.
Prepare bills, statements, receipts, checks, correspondence, and other documents, including copying information between records and performing simple computations and figure verification.
Organize and schedule meetings and appointments, and sort and deliver incoming mail.
Perform other related duties as assigned.
Process purchase order and invoice receipts, PCard payments, and EAM work orders; provide customer service, handle mail, and provide general office support.
Maintain compliance with ESQA requirements and segregation of duties.
In an emergency or disaster, promptly perform duties assigned by the department, County Office of Emergency Management, or County Administration.