SUMMARY:  Under general supervision, performs a variety of secretarial support activities for an assigned manager.

TASKS :

·         Interacts with public, County staff, or vendors in order to obtain goods/services, assist them in using agency services, equipment, programs, and/or facilities, collect fees, answer questions, identify their service needs or locate missing materials.

·         Files a variety of correspondence, documents, requests received, and other forms/materials in order to provide documentation of activities and comply with agency/State records management, and agency operating policies and procedures.

·         Prepares a variety of correspondence, notifications, forms, meeting minutes, and related documents in order to communicate information to staff and/or the public.

·         Updates/maintains a variety of databases/spreadsheets in order to facilitate information recording, storage, and retrieval and/or to track activity/volume of work.

·         Develops a variety of forms in order to facilitate/standardize information gathering, compilation, and/or retrieval, facilitate order/request processing, and/or to facilitate audit compliance.

·         Sets up a variety of files in order to facilitate case or work management and tracking and facilitate storage and retrieval of information.

·         Processes requests for agency materials/information received by phone, fax, email, or in person in order to provide requested materials/information.

·         Schedules a variety of meetings in order to facilitate intra-office communications and/or coordinate/facilitate staff interaction with the public.

·         Gathers information relevant to the work assignment in order to facilitate updating/maintaining a variety of databases/files.

·         Contacts appropriate personnel in the field in order to facilitate timely response to citizen complaints, notify supervisors of urgent situations/issues needing their attention and/or to obtain information regarding work status/schedules.

·         Retrieves information/summary reports from a variety of databases/ spreadsheets in order to facilitate data/trend analysis, and/or provide data/information to staff, County officials, and/or the public.

·         Proofreads printouts, summary reports, or on screen data in order to identify data entry errors.

·         Updates/maintains a variety of databases/spreadsheets in order to facilitate information recording, storage, and retrieval and/or to track activity/volume of work.

·         Maintains adequate amounts of a variety of supplies, materials and equipment in order to ensure availability of items needed for efficient operation.

·         Processes money received in order to account for loan payments, user fees, satisfaction of liens and/or fines.

·         Performs related work as required.

·         Knowledge of English spelling and grammar.

·         Knowledge of a variety of office software applications.

·         Knowledge of procedures for operating various office equipment, including personal computers.

·         Knowledge of standard formats used for a variety of correspondence, notices, schedules, and related materials.

·         Ability to work with limited supervision.

·         Ability to prioritize work activities.

·         Ability to multi-task.

·         Ability to operate a personal computer to prepare a variety of correspondence, notices, schedules, and related materials and/or record hearings using a variety of software applications.

·         Ability to keyboard.

·         Ability to perform basic mathematical calculations involving addition, subtraction, multiplication and/or division.

·         Ability to read names, account numbers, amounts and related information on a variety of documents.

·         Ability to sort/file materials alphabetically, chronologically, and numerically.

·         Ability to learn/perform a variety of work activities in assigned agency.

·         Ability to work effectively in high stress situations.

·         Ability to compose letters, memos, and related documents covering a variety of routine work related topics.

·         Ability to operate a multi-line phone console.

·         Ability to operate a variety of standard office equipment.

·         Ability to use a variety of office software applications, including browsers, word processing, database, spreadsheet, and/or presentation applications to prepare a variety of documents, forms, and/or related materials. 

·         Ability to identify errors in account numbers, dates, amounts or related information.

·         Ability to 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, age, gender, ethnicity, disability, sexual orientation, marital status or political affiliation.

·         Ability to serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Broward County =s Ethics and Conflict of Interest policies.

·         Skill in entering data into computer with less than 5% error rate.

·         Skill in verifying that a variety of forms/documents received have necessary information in appropriate locations with less than 5% error rate.

·         Skill in entering daily, weekly and monthly totals into log sheets or computer program with no errors.

·         Knowledge of the general operating policies and procedures of the assigned agency.

·         Knowledge of procedures for compiling/preparing a variety of summary reports.

·         Knowledge of established customer service policies, procedures, and techniques.

·         Ability to understand, follow, and explain a variety of County/agency policies and procedures.

·         Ability to explain/demonstrate procedures for performing a variety of work activities.

REQUIRED TRAINING AND EXPERIENCE:  Successful completion of job related tests. Two (2) years full time secretarial or administrative support work desired. 

GENERAL INFORMATION

Bargaining Unit:           White Collar                           

FLSA Status:               Non-Exempt

Class Spec Established/Revised: E06/2004 R/03/2012