Administrative Specialist I (Part-Time)

Hillsborough County•Tampa, FL

2d•Onsite

About The Position

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. Core Competencies include Customer Commitment, Dedication to Professionalism and Integrity, Organizational Excellence, and Success through Teamwork. The role involves performing various complex administrative, secretarial, and confidential functions supporting management and professional staff. This includes composing, proofreading, and editing various documents, managing mail and electronic communications, scheduling meetings, and maintaining records. The position may also involve researching and responding to information requests, coordinating division-wide activities, and potentially providing guidance and training to lower-level staff or supervising them. Responsibilities may include taking and transcribing dictation and taking meeting minutes. The job requires knowledge of divisional procedures, administrative and secretarial processes, and strong English language skills. Proficiency in computer software, databases, and internet search engines is essential, as is effective communication and writing ability. The ability to handle confidential information and represent the County with courtesy and professionalism is also required. In the event of an emergency, employees may be required to respond to assigned duties. Additional requirements may include passing background checks and possessing necessary licenses or certifications, such as a Florida Driver's License.

Requirements

Associate degree in the related area; 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.
Two (2) years of administrative/secretarial experience.
Knowledge of procedures, policies, and rules of assigned division or unit.
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 staff.
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).

Responsibilities

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.
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.