Position Concept

The Executive Secretary for the Office of Communications performs administrative, operations, clerical and public relations duties and tasks specific to the position.

The most important and essential job function of the position is attitude which includes the following: interacting positively and cooperating with co-workers, responding politely to customers, working as a team member, functioning under intense time pressure and responding in a positive manner to supervision.

The Executive Secretary - Office of Communications may perform other related duties and tasks, as required and shall have the physical, mental and emotional abilities to perform the essential job duties of the position.

Essential Functions

• Brief Office Director
• Ensure *CALEA reports are completed
• Assist budget preparation
• Prepare statistical reports
• Compose/Distribute manuals/directives
• Prepare awards and commendations
• Perform creative writing tasks
• Collect data/formulate reports
• Schedule conference room
• Maintain agency directives file
• Maintain Special Event information
• Prepare invoices for records checks
• Respond to citizen inquiries
• Interact with members/staff
• Maintain appointment calendar
• Attend meetings/record minutes
• Prepare travel arrangements
• Compose/distribute correspondence
• Establish and maintain files
• Prepare requisitions
• Assist other members

Education, Professional Certification or License

• High School or GED
• Supplemental course work in clerical and/or the secretarial field

Professional Experience

• Minimum three (3) years’ experience as a secretary or closely related field
• Demonstrated keyboarding proficiency of 65 wpm with no more than 5 errors

Environmental Conditions

• Works primarily in an office environment with normal stress levels

Knowledge of

• PCSO policy and procedures
• *CALEA standards/requirements
• Resources
• Organizational components/members
• Budgeting
• Office supplies
• Filing system
• Appropriate forms
• Other agencies
• Various software
• Federal and State laws
• Florida State Statutes 119
• Geographical area
• Judicial system
• Media
• Subject matter

Ability to

• Operate calculator
• Operate office equipment
• Read and write English
• Compose
• Be discreet and confidential

Skills

• Speed writing/shorthand
• Computer
• Interpersonal
• Secretarial
• Keyboarding
• Scheduling
• Analytical
• Research
• Organizational
• Basic mathematical
• Telephone
• Basic English grammar
• Editing
• Research
• Instructor
• Decision making
• Public speaking
• Presentation

Physical Requirements

• Lift/carry 10 lbs.
• Bend/squat
• Walk
• Sit for long periods
• Stand for long periods
• See at normal range or with accommodation
• Hear at normal level or with accommodation
• Speak English understandably
• Manual dexterity
• Ambulate independently

Other

Equal Employment Opportunity Employer

*CALEA: Commission on Accreditation for Law Enforcement Agencies

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