What are the responsibilities and job description for the Administrative Specialist position at Broward County?
The Broward County Board of County Commissioners is seeking qualified candidates for the position
of Administrative Specialist for the Finance and Administrative Services Department - Administration Section.
This announcement will remain active until a sufficient number of applications has been received and may close at any time.
The Finance and Administrative Services Department (FASD) is the internal support system for the balance of Broward County's service delivery network. This department manages six divisions and serves as the County's banker, bookkeeper, buyer, insurance agent, record keeper, bill and payer collector, as well as manager of resources for information technology and human capital.
The FASD Administration Office is often fast paced as it also serves as an executive support liaison with executive County management.
The ideal candidate will provide high-level administrative support for the office, including scheduling meetings with various levels of staff and management; preparing and formatting business documents; reviewing reports for accuracy; and preparing and editing spreadsheets, that include calculating formulas. The ideal candidate should be adept in Adobe and in Microsoft Office 365 (Outlook, Word, Excel, and PowerPoint).
Additionally, this candidate will respond to emails, public records requests, telephone calls and related communications to include but are not limited to resolving and/or escalating issues as appropriate; assisting in the preparation of regularly scheduled reports; creating and maintaining a variety of databases and spreadsheets to facilitate preparation of a variety of reports. Other responsibilities include scheduling meetings with various levels of staff and management, ordering supplies, aiding with computer operation and office equipment such as the copier/printer and fax.
General Description
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:
of Administrative Specialist for the Finance and Administrative Services Department - Administration Section.
This announcement will remain active until a sufficient number of applications has been received and may close at any time.
The Finance and Administrative Services Department (FASD) is the internal support system for the balance of Broward County's service delivery network. This department manages six divisions and serves as the County's banker, bookkeeper, buyer, insurance agent, record keeper, bill and payer collector, as well as manager of resources for information technology and human capital.
The FASD Administration Office is often fast paced as it also serves as an executive support liaison with executive County management.
The ideal candidate will provide high-level administrative support for the office, including scheduling meetings with various levels of staff and management; preparing and formatting business documents; reviewing reports for accuracy; and preparing and editing spreadsheets, that include calculating formulas. The ideal candidate should be adept in Adobe and in Microsoft Office 365 (Outlook, Word, Excel, and PowerPoint).
Additionally, this candidate will respond to emails, public records requests, telephone calls and related communications to include but are not limited to resolving and/or escalating issues as appropriate; assisting in the preparation of regularly scheduled reports; creating and maintaining a variety of databases and spreadsheets to facilitate preparation of a variety of reports. Other responsibilities include scheduling meetings with various levels of staff and management, ordering supplies, aiding with computer operation and office equipment such as the copier/printer and fax.
General Description
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 or paraprofessional experience in preparing and editing business documents; reviewing reports; preparing, editing, and reviewing spreadsheets; working with upper management, and providing administrative assistance for the office.
Preferences:
Certified Administrative Professional Certificate
Certified Microsoft Office Specialist Certificate
One (1) year or more experience in advanced proficiency in Excel
One (1) year or more experience in using PeopleSoft HR Systems (HCM) or PeopleSoft Financials
One (1) year or more experience using Legistar or other public agenda preparation software
One (1) year or more experience in advanced-level knowledge with Microsoft Office suite, i.e. Outlook, Word, Excel,PowerPoint
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.
Physical Demands
Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.
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.
Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.
None.
Competencies- Tech Savvy
Anticipates and adopts innovations in business-building digital and technology applications. Successfully leverages the latest technologies to increase performance. Quickly embraces and masters new technological advances adopted by the organization. May help others learn the terminology.
- Manages Complexity
Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. Looks at complex issues from multiple angles; explores issues to uncover underlying issues and root causes; sees the main consequences and implications of different options.
- Decision Quality
Makes good and timely decisions that keep the organization moving forward. Seeks coaching from others to address routine problems; learns to handle these issues effectively. Bases decisions and actions on relevant rules and procedures.
- Plans and Aligns
Plans and prioritizes work to meet commitments aligned with organizational goals. Outlines clear plans that put actions in a logical sequence; conveys some time frames. Aligns own work with relevant workgroups. Takes some steps to reduce bottlenecks and speed up the work.
- Ensures Accountability
Holds self and others accountable to meet commitments. Accepts responsibility for own work, both successes and failures. Handles fair share and does not make excuses for problems. Usually meets commitments to others.
- Manages Conflict
Handles conflict situations effectively, with a minimum of noise. Takes a positive approach to conflicts; helps dispel tension; seeks guidance and feedback on managing conflict; delivers controversial viewpoints candidly and sensitively; does not take arguments personally.
- Communicates Effectively
Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences. Seeks out others' perspectives and asks good questions. Shares information that people want to know; gives appropriate context and details when speaking.
- Demonstrates Self-Awareness-Awareness
Uses a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses. Actively seeks feedback from a variety of sources; asks clarifying questions to understand and improve own impact on others or on team performance. Reflects on and learns from own mistakes.
County Core Values
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 committed to inclusion. Broward County is committed to providing equal opportunity and reasonable accommodations to qualified persons with disabilities. We support the hiring of people with disabilities; therefore, if you require assistance due to a disability, please contact the Professional Standards Section in advance at 954-357-6500 or email Profstandards@broward.org to make an accommodation request.
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.
Salary : $24 - $38
