Administrative Assistant (Facilities)

Hillsborough County•Tampa, FL

About The Position

Provides administrative, clerical, and financial processing support for departmental operations. Key functions include purchase order and invoice receipting, PCard payment processing, work order entry in EAM, customer service, mail handling, and general office support. The role ensures timely transaction processing while maintaining compliance with ESQA requirements and segregation of duties. The position performs a range of office and clerical functions, such as maintaining records and filing systems, reviewing documents for accuracy and completeness, compiling data and verifying figures, preparing and transmitting information, maintaining logs and inventory records, managing office supplies, operating office equipment, responding to inquiries, and assisting staff and the public. Depending on assignment, the employee may train or guide other clerical employees and may drive a motor vehicle to deliver mail or supplies to county facilities. The position typically operates in a professional office environment and is mostly sedentary. Employees may be required to respond to emergency or disaster assignments before, during, or after an event. Assignment-specific requirements may include a Florida driver’s license and passing required background checks.

Requirements

High school graduation or possession of a GED certificate.
Two years of clerical experience, or an equivalent combination of education (no less than a high school diploma or GED), training, and experience that provides the specified job-related competencies.
Knowledge of English grammar, punctuation, and spelling.
Ability to maintain and file records; proofread one's own work and the work of other clerical personnel; and accurately compute and verify data.
Ability to coordinate clerical work 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.
May require a valid Florida driver’s license, depending on assignment.
May be required to pass position-specific background checks.
May be required to possess job-related licenses or certifications, which may include a Florida Driver License (Class E).

Responsibilities

Maintain manual and automated filing systems and records.
Code, classify, post, and compile information for use by others.
Receive, verify, register, and file documents; assign file numbers and affix seals when appropriate.
Review forms, documents, and other materials for accuracy and completeness.
Assist staff and the public, respond to inquiries, and search files for requested information.
Compile data and compute and verify figures.
Transcribe, format, input, edit, retrieve, copy, and transmit text, data, and graphics.
Maintain logs and records relating to equipment, inventory, costs, services, documents received, and charges; may maintain employee attendance and leave records.
Monitor office supply inventory, anticipate needs, place and expedite orders, and verify receipt of supplies.
Operate office equipment, including adding machines, copiers, telephones, shredders, and postage meters.
Prepare or type forms, vouchers, requisitions, invoices, notices, schedules, legal documents, correspondence, and other materials.
Train and guide employees 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 as applicable.
Conduct office functions such as inventory, document receipt and filing, and report preparation.
Organize and schedule meetings and appointments, and sort and deliver incoming mail.
Perform other related duties as assigned.
In an emergency or disaster, promptly perform duties assigned by the department, the County Office of Emergency Management, or County Administration.