Administrative Specialist

Salary : $48,972.14 - $78,160.78 Annually

Location : Fort Lauderdale, FL

Job Type : Full-Time

Job Number : 1413040

Department : HumSvcs Fam Succ Center Centr

Opening Date : 11 / 13 / 2024

Closing Date : 11 / 15 / 2024 5 : 00 PM Eastern

Veterans' Preference Notice : Under Section 295.07, Florida Statutes, certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in employment with Broward County and are encouraged to apply for the positions being filled.

REQUIREMENTS AND PREFERENCES

The Broward County Board of County Commissioners is seeking qualified candidates for an Administrative Specialist position.

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 experience or closely related experience.

Special Certifications and Licenses

Must possess a valid Driver's License at time of appointment and must be able to obtain and maintain authorization to drive on County business.

Preferences

• Associates or higher (BA / BS or MA / MS) related degree.
• Microsoft Suite certification
• Bilingual : English / Spanish

DUTIES AND RESPONSIBILITIES

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.
• Checks reports and documents for accuracy and conformance to policies and standards. Advises manager if there are any inconsistencies.
• 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.
• Performs related work as assigned.
• Enters collected data into computer system.
• Provide additional clerical support and reception coverage, as required.
• Performs related work as assigned.

WORK ENVIRONMENT

Physical Demands

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.

None.

SPECIAL INFORMATION

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.

Broward is a dynamic county that offers an exciting, stable career with incredible employee benefits such as 11 annual holidays, accrued annual / vacation and sick leave, FRS retirement, $50,000 of free life insurance, training and development, and participation eligibility in a deferred compensation (457) plan with a match up to $2,600.

In addition, Broward County offers 2 health plans, a High Deductible Health Plan (HDHP) with a County-funded Health Savings Account (HSA), and a Consumer Driven Health plan (CDH), Dental insurance, Vision insurance and Section 125 Flexible spending accounts for Medical Expenses and Dependent Care.

Part-time 20+ benefit eligible employees receive the benefits described above at a reduced amount.

Do you have two (2) years of clerical experience or closely related experience?

Will you possess a valid Florida Class E Driver's License at time of appointment and able to obtain and maintain authorization to drive on County business?

Describe your experience with managing confidential information. How do you ensure privacy and compliance with confidentiality policies?

Describe a project or task where you used both Microsoft Office and Adobe software to complete your work. Which specific features or tools did you use, and how did they help you accomplish your objectives efficiently?

How do you prioritize tasks when handling multiple responsibilities at once? Provide an example of a time when you effectively managed competing priorities in a previous role.

Describe a time when you identified a process improvement in an administrative role. What steps did you take, and what was the outcome?

Tell me about your experience handling a high volume of calls across multiple phone lines. What strategies do you use to ensure that each call is answered promptly and professionally, and how do you prioritize when lines are busy?

How do you handle communication with customers who may be upset or frustrated? What strategies do you use to de-escalate situations while ensuring their needs are addressed?

Required Question