What are the responsibilities and job description for the Administrative Assistant position at The Office of Abbey Ajayi, Broward County Tax...?
Reports To: Chief of Staff
Purpose and Scope: Provides administrative support to Chief Excellence Officer and the Excellence team.
Essential Functions:
- Prepares monthly productivity data for Excellence team members.
- Collects data from agency tax/cashiering system.
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Provides administrative support for departmental projects including:
- Data collection for varied business lines or phases of work (refunds, correspondence…)
- Proofreads agency publications including annual Tax Planner, training materials…
- Monitors payment status of real properties (Installment plan (IPP), pro-rations, inactive PINs)
- Answers and responds to calls related to Tax Deed auction.
- Analyzes metrics and reports irregularities to Chief Excellence Officer.
- Prepares various reports, correspondence and presentations.
- Serves as a team member on small-scale problem-solving projects.
- Assists with entry and assignment of Service Desk tickets.
- Coordinates departmental purchasing and out-of-area travel.
- Answers phone, providing detailed messaging and resolution as needed.
- Prepares/sends written correspondence at the direction of Chief Excellence Officer.
Qualifications and Experience:
- At least 60 hours of college level coursework and three years of progressively responsible administrative work involving use of discretion and independent judgment; proficiency with MS Office Suite/Excel; superior written and verbal communication skills; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Critical Competencies for Success:
Information Analysis:
- Ability to gather, review and analyze data and written correspondence
- Ability to interpret data and information to support timely, reasoned decisions
Interpersonal Skills:
- Strong commitment to client service (internal and external)
- Ability to communicate complex thoughts, ideas and concepts effectively to ensure understanding
- Self-motivated and results-oriented; a self-starter driven to succeed in a fast-paced environment
- Demonstrates a sense of urgency and commitment to achieve goals
- Takes initiative to pro-actively address client concerns and issues
Agility:
- Ability to be adaptable to procedural changes and statutory interpretations
- Thrives in a fast-paced service culture and is tenacious about achieving operational excellence
Learning:
- Proactively continues growth by seeking opportunities to learn new things
- Uses a “lessons learned” approach in evaluating activities
- Puts new concepts and information to use quickly
Teamwork:
- Works cooperatively with others
- Listens and is open to team members ideas
- Offers constructive feedback
- Provides assistance when asked
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