What are the responsibilities and job description for the ADMIN ASSISTANT 3 position at South Florida Water Management District?
Position oversees and provides comprehensive administrative support in the fundamentals of administrative management, communications management, human resource management, procurement management, and systems/technology management for an organizational unit or department. Most work activities are self-initiated within the scope of stated objectives, and work processes demonstrate a high level of success.
Performs highly experienced, advanced-level administrative competence in human resources administration, budgeting, time and attendance, records management, and/or supply management, including applicable software and information systems for each function of an organizational unit or department. Work accountabilities are self-initiated within the scope of stated objectives, and work processes demonstrate a high level of success - work is reviewed for the results achieved.
Routine to complex office duties that require extensive knowledge of standard office methods and procedures, the ability to operate a variety of office equipment, and the ability to operate a personal computer using word processing, spreadsheet, presentation, and database software.
Work requires knowledge of administrative procedures and requirements, various office skills, and the ability to apply such skills in a manner that increases the effectiveness of others. Effectively manages own time. Provide basic day-to-day support and coordination such as keyboarding, filing, coordination of events and activities (verify meeting dates and schedule conference rooms), incoming and outgoing mail distribution, report generation and maintenance of various databases, detail checking, ordering supplies, making travel arrangements, preparing general correspondence and reports.
Work is reviewed under close supervision for complex tasks. Routine work (when mastered) is subject to general review/supervision and includes:
Highly effective at managing time while juggling multiple projects with ongoing daily responsibilities. Requires a solid foundation of administrative concepts and practices sufficient to recommend changes in administrative policies, devise and install procedures and office practices affecting others, and foresee administrative problems and requirements.
Incumbents at this level are proactive, act independently, are confident in making decisions, influence and persuade others, know how to get answers to questions, consistently anticipate the manager’s needs, and partner effectively with multiple managers and other office professionals.
Invest time and energy in self-development and growth – integrates the acquisition of knowledge or skills into day-to-day work. Mentor and coach less experienced staff regarding administrative processes and procedures. Resolve non-routine administrative problems; advise and determine applicable policies, procedures, and requirements. Decide when problems require the attention of a manager – must explain those problems and their impact, and suggest possible solutions. Anticipate and prepare for problems or special opportunities and communicate accordingly.
Understand manager’s and staff’s accountabilities, priorities, commitments, policies, and program goals to perform non-routine work assignments such as locating and summarizing information files and documents and/or gathering data from several sources, correlating data, and extrapolating data based on precedent and expectations – understand own area’s purpose and organizational structure and how it relates to the District as a whole.
Use advanced office automation software (i.e., Word, PowerPoint, Excel) to develop and type text, charts, graphs, spreadsheets, and presentations – use a broad range of systems and software packages that are applicable to work accountabilities and administrative effectiveness.
Conduct research and provide analyses and solutions to recurring or unusual administrative problems. May compile and present analytical reports with recommendations for changes to procedures, practices, or policies.
May be responsible to teach or train administrative staff in current administrative processes and procedures – identifies training needs and recommends solutions.
Has in-depth knowledge and expertise in administrative practices, procedures, and office automation software used in the occupation. Understand the administrative, communications, financial, human resources, procurement, and systems/technology aspects of the business to make value-added contributions.
Additionally, composes, types, and edits reports and correspondence; processes and distributes materials; creates, organizes, and maintains files, databases, correspondence, and related materials; maintains schedule of staff members; schedules meetings for both internal and external attendees, including off-site meetings; arrange schedules and travel for staff members; receive, direct and respond to incoming phone calls; fax, copy and distribute correspondence and reports; receive and direct mail; review incoming publications, correspondence, regulations, and directives that may affect a project/program; assist in financial reporting; support other staff during peak work periods.
Other duties assigned.
The Miami Field Station works Monday - Thursday, 6:00 am - 4:30 pm.
Employment Guidelines
Typically has an Associate Degree in Business and Office Administration or related field; or completion of a vocational certificate program in office administration and 4 years’ experience in progressively responsible administrative support work that included general office methods and practices, coordination of major office activities, and other administrative support principles and procedures. The hiring range for this position is $48,755.20 to $51,937.60 (based on education and years of relevant work experience). An equivalent combination of relevant education and experience may be substituted as appropriate.
License
Valid State of Florida Driver's License
Physical Requirements/Working Environment
Due to the District's response role and in the total scope of emergency management, this position may at times be required to provide support before, during, and after major storm events and emergency situations, such as hurricanes or other declared emergencies, depending on the assigned emergency response role.
Mostly sedentary in an office environment, sitting at a desk and operating a personal computer to produce work products.
Veteran's Preference
Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for vacancies and are encouraged to apply. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. All documentation is due by the close of the vacancy announcement.
Americans with Disabilities Act
The South Florida Water Management District is committed to providing reasonable accommodations to qualified individuals with disabilities. If you need a reasonable accommodation to participate in the selection process, please contact the Human Resources Bureau at HR_Solutions@sfwmd.gov
Performs highly experienced, advanced-level administrative competence in human resources administration, budgeting, time and attendance, records management, and/or supply management, including applicable software and information systems for each function of an organizational unit or department. Work accountabilities are self-initiated within the scope of stated objectives, and work processes demonstrate a high level of success - work is reviewed for the results achieved.
Routine to complex office duties that require extensive knowledge of standard office methods and procedures, the ability to operate a variety of office equipment, and the ability to operate a personal computer using word processing, spreadsheet, presentation, and database software.
Work requires knowledge of administrative procedures and requirements, various office skills, and the ability to apply such skills in a manner that increases the effectiveness of others. Effectively manages own time. Provide basic day-to-day support and coordination such as keyboarding, filing, coordination of events and activities (verify meeting dates and schedule conference rooms), incoming and outgoing mail distribution, report generation and maintenance of various databases, detail checking, ordering supplies, making travel arrangements, preparing general correspondence and reports.
Work is reviewed under close supervision for complex tasks. Routine work (when mastered) is subject to general review/supervision and includes:
- Preparing form letters, simple memoranda, labels, routine publications, and correspondence.
- Maintain alphabetical, numerical, or subject files.
- Use software such as word processing to generate tables, charts, memos, reports,
- Reception is by phone or in person – refers calls, provides routine information, answers inquiries, and provides standard answers.
Highly effective at managing time while juggling multiple projects with ongoing daily responsibilities. Requires a solid foundation of administrative concepts and practices sufficient to recommend changes in administrative policies, devise and install procedures and office practices affecting others, and foresee administrative problems and requirements.
Incumbents at this level are proactive, act independently, are confident in making decisions, influence and persuade others, know how to get answers to questions, consistently anticipate the manager’s needs, and partner effectively with multiple managers and other office professionals.
Invest time and energy in self-development and growth – integrates the acquisition of knowledge or skills into day-to-day work. Mentor and coach less experienced staff regarding administrative processes and procedures. Resolve non-routine administrative problems; advise and determine applicable policies, procedures, and requirements. Decide when problems require the attention of a manager – must explain those problems and their impact, and suggest possible solutions. Anticipate and prepare for problems or special opportunities and communicate accordingly.
Understand manager’s and staff’s accountabilities, priorities, commitments, policies, and program goals to perform non-routine work assignments such as locating and summarizing information files and documents and/or gathering data from several sources, correlating data, and extrapolating data based on precedent and expectations – understand own area’s purpose and organizational structure and how it relates to the District as a whole.
Use advanced office automation software (i.e., Word, PowerPoint, Excel) to develop and type text, charts, graphs, spreadsheets, and presentations – use a broad range of systems and software packages that are applicable to work accountabilities and administrative effectiveness.
Conduct research and provide analyses and solutions to recurring or unusual administrative problems. May compile and present analytical reports with recommendations for changes to procedures, practices, or policies.
May be responsible to teach or train administrative staff in current administrative processes and procedures – identifies training needs and recommends solutions.
Has in-depth knowledge and expertise in administrative practices, procedures, and office automation software used in the occupation. Understand the administrative, communications, financial, human resources, procurement, and systems/technology aspects of the business to make value-added contributions.
Additionally, composes, types, and edits reports and correspondence; processes and distributes materials; creates, organizes, and maintains files, databases, correspondence, and related materials; maintains schedule of staff members; schedules meetings for both internal and external attendees, including off-site meetings; arrange schedules and travel for staff members; receive, direct and respond to incoming phone calls; fax, copy and distribute correspondence and reports; receive and direct mail; review incoming publications, correspondence, regulations, and directives that may affect a project/program; assist in financial reporting; support other staff during peak work periods.
Other duties assigned.
The Miami Field Station works Monday - Thursday, 6:00 am - 4:30 pm.
Employment Guidelines
Typically has an Associate Degree in Business and Office Administration or related field; or completion of a vocational certificate program in office administration and 4 years’ experience in progressively responsible administrative support work that included general office methods and practices, coordination of major office activities, and other administrative support principles and procedures. The hiring range for this position is $48,755.20 to $51,937.60 (based on education and years of relevant work experience). An equivalent combination of relevant education and experience may be substituted as appropriate.
License
Valid State of Florida Driver's License
Physical Requirements/Working Environment
Due to the District's response role and in the total scope of emergency management, this position may at times be required to provide support before, during, and after major storm events and emergency situations, such as hurricanes or other declared emergencies, depending on the assigned emergency response role.
Mostly sedentary in an office environment, sitting at a desk and operating a personal computer to produce work products.
Veteran's Preference
Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for vacancies and are encouraged to apply. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. All documentation is due by the close of the vacancy announcement.
Americans with Disabilities Act
The South Florida Water Management District is committed to providing reasonable accommodations to qualified individuals with disabilities. If you need a reasonable accommodation to participate in the selection process, please contact the Human Resources Bureau at HR_Solutions@sfwmd.gov
Organization
OM5505510
Salary : $48,755 - $51,938
