Administrative Specialist

Administrative Specialist

Port Everglades | Plantation, FL, 33388, US
Salary Range:$25,000 – $46,000 Salary range estimated by Zippia

Posted 12 days ago

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Description

REQUIREMENTS AND PREFERENCES

.The Broward County Board of County Commissioners is seeking qualified candidates for Administrative Specialist for the Records, Taxes and Treasury Document Control section.

General Description

The Administrative Specialist (Document Control Section - Agenda Preparation) performs administrative work, under general supervision, involving a variety of administrative and clerical duties related to the maintenance, filing and archiving of commission meeting records (including minutes, agendas, agreements, resolutions and ordinances) into the public records. Duties are carried out within a framework of established statutes, ordinances, regulations and divisional policies and procedures.

Performs office functions which include, but are not limited to:

Provides customer service, in person, by phone or e-mail in connection with daily section activities.

Assists customers with public records requests.

Attends, records, and performs reading clerk duties at Board of County Commissioners (BCC) meetings.

Monitors online speaker list during Board of County Commissioners (BCC) meetings.

Monitors agenda submissions through the County's Agenda Preparation software application (Legistar).

Receives, proofreads, and compiles agenda items from various county agencies for placement onto BCC meetings.

Assists in administration of the Legistar application.

Serves as a facilitator to train new and current users on the Legistar application.

Reviews and approves Sunshine Meeting notices.

Submits Sunshine Meeting notices on behalf of outside advisory boards and agencies.

Assists in administration of the County Administrative Policies and Procedures (CAPP).

Prepares and maintains spreadsheets to facilitate creation of various reports.

Assists in preparation and delivery of the weekly Commission Agenda.

Performs complex and varied administrative and clerical duties for an agency. Responsible for coordination, distribution and the safeguarding of confidential and sensitive material.

Works under general supervision, independently developing work methods and sequences.

Minimum Education and Experience Requirements

Requires two (2) years of clerical experience or closely related experience.

Special Certifications and Licenses

None.

Preferences

College Degree from an accredited college or university in Business, Public Administration, Communications or related field.

Excellent written and verbal communication skills.

Experience using an Agenda Management software.

Proficiency in using Adobe Acrobat Professional. DUTIES AND RESPONSIBILITIES

The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the job as necessary.

Composes correspondence to include email, memos, letters, applications, notifications, reports, meeting agendas, meeting minutes, Board agenda items and forms.

Proofreads documentation to identify and correct errors.

Responds to emails, public records requests, telephone calls and related communications; resolves issues and/or escalates issues as appropriate.

Composes or assists in the preparation of regularly scheduled reports.

Creates and maintains a variety of databases and spreadsheets to facilitate preparation of a variety of reports.

Updates and maintains office policies and procedures.

Performs machine transcription which may vary by subject matter to include legal, engineering, financial and other technical or specialized terminology.

Checks reports and documents for accuracy and conformance to policies and standards. Advises manager if there are any inconsistencies.

Composes correspondence or selects appropriate form letter.

Performs related work as assigned.

WORK ENVIRONMENT

Physical Demands

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Unavoidable Hazards (Work Environment)

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

None.

SPECIAL INFORMATION

County Core Competencies

All Broward County employees strive to demonstrate the County's four core behavioral competencies.

* Collaborates: Building partnerships and working collaboratively with others to meet shared objectives.
* Customer focus: Building strong customer relationships and delivering customer-centric solutions.
* Instills trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity.
* Values differences: Recognizing the value that different perspectives and cultures bring to an organization.

Americans with Disabilities Act (ADA) Compliance

Broward County is an Equal Opportunity Employer. The ADA requires Broward County to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with the Professional Standards/Human Rights Section.

Emergency Management Responsibilities

Note: During emergency conditions, all County employees are automatically considered emergency service workers. County employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation and are expected to perform emergency service duties, as assigned.

County-wide Employee Responsibilities

All Broward County employees must serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Broward County's Employee Code of Ethics, gift, and conflict of interest policies.

All Broward County employees must establish and maintain effective working relationships with the general public, co-workers, elected and appointed officials and members of diverse cultural and linguistic backgrounds, regardless of race, color, religion, sex, national origin, age, disability, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression.