Administrative Specialist (50 App Max)

Recruitment #1905-ADMSPCCPP4-008

Introduction

WHY JOIN US

Hillsborough County Government provides employees with careers that are both professionally and personally rewarding. With a wide range of independent agencies to choose from, the opportunities within Hillsborough County Government are endless! You are not just an employee within the government, you are an ambassador and business partner making a huge impact within our community that helps shape our future.

WHY WE EXIST

Our mission is to provide effective quality service at a reasonable cost with courtesy, integrity and accountability in a manner that protects and enhances the quality of life of our diverse population.

IDEAL CANDIDATE PROFILE

The Hillsborough County Public Works Department is seeking a professional assistant to provide administrative support to the Division Director of the Transportation Maintenance Division. Ideally, this candidate will have an intermediate ability to multi-task, effectively set priorities, perform data entry, compose emails and other documents and manage the daily schedules for multiple field staff. Attention to detail is vital. Knowledge and experience in the public works or public utilities environment is preferable, but not required.

JOB OVERVIEW

Performs a wide variety of professional administrative/secretarial duties, supporting a Division Director of Public Works’ Transportation Maintenance Division. May supervise subordinate administrative/clerical and administrative/secretarial staff.

MINIMUM QUALIFICATIONS

A Bachelor's degree in the related area; and
Two years of administrative/secretarial experience.

OR

An equivalent combination of education (not less than a high school diploma/GED), training, and experience that would reasonably be expected to provide the job specific competencies listed above.

WORK CATEGORY

Sedentary work - Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.  Sedentary work involves sitting most of the time.  Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

PHYSICAL REQUIREMENTS

  • This job is performed in a professional office environment.
  • This job is largely a sedentary role.
  • This job may require an incumbent to lift boxes up to 30 pounds, open filing cabinets, and bend/stand as necessary.

DUTIES AND RESPONSIBILITIES

Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform one or more of the activities described below:

  • Provides a high-level support to the Division Director by screening phone calls,
  • Independently performs a wide variety of professional administrative and confidential functions and duties supporting the Division Director
  • Manages and closely monitors the Division Director’s calendar; schedules and coordinates appointments, conferences and itineraries; makes travel and lodging arrangements; completes travel reimbursement documentation.
  • Initiates and schedules tentative appointments for the Division Director; reserves venue, coordinates attendees; assembles handout materials, slideshow presentations and equipment.
  • Reviews outgoing correspondence for internal consistency and proper conformance with administrative policies, approvals and signatures, as well as formatting, grammatical construction and typographical errors.
  • Initiates and composes agendas, minutes, correspondence, memos, spreadsheets, logs, invoices, and reports in final form, for approval or signature of the Division Director
  • Independently determines for the Division Director, priority status and special attention to important matters received or observed, such as incoming postal mail, electronic mail, correspondence, statements, face-to-face customers, phone calls and internal staff actions.
  • In the Division Director’s absence, ensures that requests for action or information are completed or referred to appropriate staff member or area of responsibility; determines whether Division Director should be notified of high-priority or emergent matters.
  • Independently processes, coordinates and adjusts payroll, timekeeping, schedules and leave requests for the agency.
  • Accesses, secures and monitors restricted, sensitive and confidential records or information to include but not limited to records involving- personnel, payroll, medical, performance or disciplinary.
  • May prepare and distribute outgoing electronic mail and correspondence on behalf of the Division Director; as authorized
  • May take and transcribe dictation verbally or from electronic sources; may take minutes, record and report meetings or proceedings for the Division Director.
  • Performs other related duties as required.

JOB SPECIFICATIONS

  • Knowledge of policies, procedures, precedents, regulations, executive orders, and rules of assigned department or agency.
  • Knowledge of executive administration, such as word processing, managing files and records, transcription, designing forms and other related procedures.
  • Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar.
  • Knowledge of principles and processes for providing customer service, such as assessing customer needs, meeting quality standards for service, and evaluating customer satisfaction.
  • Knowledge of the access, storage, destruction and release of restricted, sensitive and confidential information, and applicable guidelines.
  • Skill in communication and effective writing.
  • Skill in managing one’s own time and the time of others.
  • Skill in using logic and reasoning to identify complex problems and evaluate and implement alternative solutions, conclusions or approaches.
  • Ability to use discretion and independent judgment in evaluating information.
  • Ability to transcribe documents and information from different sources.
  • Ability to serve the public and represent the department director or agency head with courtesy and professionalism.
  • Ability to effectively lead or supervise lower level administrative/clerical and administrative/secretary staff.

Conclusion

WHAT'S IN IT FOR YOU

We offer much more than the competitive pay you expect. We value our employees and Hillsborough County Government is committed to providing a comprehensive and competitive benefits package. And because we understand that no two people are exactly alike, you can choose what best suits the needs of you and your family.

  • Health Plan: The County pays towards health insurance premiums for all employees. Employees can select from two (2) healthcare plan options. Coverage is effective the first of the month following thirty (30) days of employment.
  • Dental Insurance: Employees are eligible to enroll in the dental coverage and choose from four options: High DMO, Low DMO, a network Open Access Plan, and a PPO. Coverage is effective the first of the month following thirty (30) days of employment.
  • Vision Care: Employees and their dependents are eligible to enroll in the vision coverage. Co-payment coverage includes exams, lens and frame, as well as an allowable contact lens expense. Coverage is effective the first of the month following thirty (30) days of employment.
  • Employee Assistance Program: This program provides all employees and family members with professional, confidential counseling sessions. All employees and dependents are afforded up to six (6) free visits per Plan year. Coverage begins on the first day of employment.
  • Tuition Reimbursement: Employees may be reimbursed up to $1,000 (undergraduate), $2000 (graduate) per fiscal year for classes at an accredited college or university for courses that enhance your ability to perform your current job duties.
  • Holidays: Employees receive up to twelve (12) paid holidays per year.

Visit our Benefits page for more exciting details.

Veteran’s Preference:

Do you qualify for Veteran's Preference? Preference will only be entitled upon initial appointment for eligible veterans and eligible spouses of veterans. Documentation that clearly shows dates of service, campaign awards or medals received, and character of discharge (DD-214 Member-4 or Service-2 copy) to support entitlement to preference must be provided at the time of application.

Equal Opportunity Employer:

Hillsborough County Government provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Hillsborough County Government complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Hillsborough County welcomes and encourages applications from minorities, veterans, and persons with physical and mental disabilities, and will reasonably accommodate the needs of those persons in the application and testing process. The decision on granting reasonable accommodation requests will be on a case-by-case basis.

Hillsborough County Government expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Hillsborough County Government’s employees to perform their job duties may result in discipline up to and including discharge

Hillsborough County is a drug free workplace.

Response/Recovery Activities:

Employees are required to participate in response/recovery activities in response to an emergency or natural disaster affecting County operations and/or its citizens. In such situations, every effort will be made to maintain operations, but employees will be assigned to carry out response activities suited to their skills and capabilities. *MON*