Administrative Secretary

Position subject to close at any time

NOTE TO INTERNAL APPLICANTS: INTERNAL CANDIDATES IN THE SAME CLASSIFICATION AND/OR PAY GRADE AS THE POSITION POSTED WILL NOT RECEIVE A PAY ADJUSTMENT IF SELECTED.

Under general supervision, the purpose of the position is to provide routine and moderately complex clerical support to the assigned management level supervisor. Employees in this classification function at senior level and are accountable for the accuracy of both routine and non-routine administrative support duties performed as dictated by the nature of department. Position may be assigned to a large operating unit and perform a broad array of moderately complex secretarial support functions, or assignment may be to a smaller specialized unit wherein incumbents perform specialized duties in supporting department objectives. Performs related work as directed.

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

• Coordinates and performs assigned office operations to support departmental operations; coordinates activities with other departments as needed; may oversee the work of clerical support staff.

• Assists with specialized projects to support administrative processes of the department.

• Performs a variety of routine and moderately complex secretarial functions, e.g., reviewing invoices, purchases orders, employee time review and various types of data, statistical reports, typing, reports processing, documentation verification; gathers, and prepares data for studies and reports; provides information to supervisor.

• Receives telephone inquiries and concerns, ascertaining the nature of the call, and resolving personally, directing it to the appropriate individual or department, or acting as liaison to the assigned supervisor.

• Maintain confidentiality of information in the performance of duties.

• Generates various correspondence, articles, memos, agendas, orders, reports, forms, manuals, or other relevant materials appropriate to the assigned department.

• Performs a variety of record keeping duties, maintains department record keeping and filing systems and relevant materials appropriate to assigned unit.

• May maintain a variety of fiscal data and budgetary records; may assist with budget preparation; may maintain office supply inventories.

• Attends meetings as required by the assigned supervisor.

• May maintain weekly/monthly calendars and schedules for the assigned supervisor; may coordinate and prepare agendas, e.g., scheduling, meetings, travel arrangements, conferences, seminars.

• May oversee the work of clerical support staff.

• Performs duties as assigned/necessary which are related, or logical in assignment to the position.

• If position reports to the Corrections Department, may monitor the work of female inmate workers conducting general housekeeping in corrections building administrative offices, break rooms, bathrooms, etc.

Education: High School Diploma or GED

Experience: Three (3) years experience in clerical/secretarial support functions; or an equivalent combination of education, certification, training, and/or experience.

Miscellaneous:

• Must possess and maintain a valid FL Driver's License.

• Must be bilingual and able to read, write, and speak both English and Spanish proficiently.

• Thorough knowledge of modern office procedures and equipment; thorough knowledge of clerical and secretarial support functions.

• Ability to plan, organize, and coordinate schedules, meetings, and travel arrangements.

• Ability to understand, and follow written and oral instructions.

• Ability to communicate effectively verbally and in writing.

• Skill in establishing and maintaining effective working relations with all levels of management, employees, other departments, officials, and the general public; skill in the principles and techniques of customer service skills.

• Skill in using good judgment, discretion, and confidentiality in the performance of duties.

• Thorough knowledge of business English, e.g., correspondence formats, spelling, punctuation, and grammar.

• Ability to perform routine mathematical computations and tabulations accurately and efficiently.

• Skill in typing 35 WPM.

• Ability to access, operate, and maintain various software applications.

• Ability to operate basic office equipment e.g., computer terminals, printers, copy machines, telephone systems, facsimile machines.

• Ability to read, update, and maintain various records and files; knowledge of administrative support functions, e.g., records maintenance, data analysis, reports processing, and documentation proofing.

PHYSICAL DEMAND REQUIREMENTS:

Physical Demand: Light

• 20 pounds maximum lifting.

• Rare lifting, carrying up to 10 lbs.

• If less lifting is involved will require significant walking/standing.

• If mostly sitting is involved will require push/pull on the arm or leg controls.

• Expressing or exchanging ideas by spoken word or perceiving

• sound by ear.

• Good eyesight for production or safety of self and others.

• Physical agility may be required in kneeling, bending, stooping, and

• reaching.

• Required to have clear vision at distances of 20 inches or less.