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Hillsborough County Government

Administrative Specialist II (#ADSPC2EPCL) EPCL
$16.20-$25.72 Hourly / $2,808.00-$4,458.13 Monthly / $33,696.00-$53,497.60 Yearly




JOB OVERVIEW

Performs a variety of advanced administrative/secretarial duties, under general supervision, supporting a managing director of a County function or operation. May supervise subordinate administrative/clerical and administrative/secretarial staff. As needed, one Administrative Specialist II level position may be authorized to support a managing director.

MINIMUM QUALIFICATIONS

A Bachelor's degree; and
Two or more years of administrative/secretarial experience.

Or
An equivalent combination of education, training and experience that would reasonably be expected to provide the job-specific competencies noted below.

TESTING REQUIREMENTS

A passing score a on multiple-choice general clerical exam.

Click here for a test preparation guide.

CORE COMPETENCIES

  • Customer Commitment - Proactively seeks to understand the needs of our customers and provide the highest standards of service.
  • Dedication to Professionalism and Integrity - Demonstrates and promotes fair, honest, professional and ethical behaviors that establishes trust throughout the organization and with the public we serve.
  • Organizational Excellence - Takes ownership for excellence through one's personal effectiveness and dedication to the continuous improvement of our operations.
  • Success through Teamwork - Collaborates and builds partnerships through trust and the open exchange of diverse ideas and perspectives to achieve organizational goals.

JOB SPECIFIC COMPETENCIES

  • Knowledge of policies, procedures, and rules of the assigned department function or operation.
  • Knowledge of processing administrative and secretarial procedures, such as word processing, files and records maintenance, transcription, 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.
  • Skill in the use of computers, computer related software or programs, local networks, databases and internet search engines.
  • Skill in communication and effective writing.
  • Ability to transcribe documents and information from different sources.
  • Ability to handle restricted, sensitive and confidential information.
  • Ability to serve the public and represent the County with courtesy and professionalism.
  • Ability to effectively lead or supervise lower-level administrative/clerical and administrative/secretarial staff. 

REPRESENTATIVE DUTIES

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.

  • Performs a variety of advanced administrative, secretarial, and confidential functions and duties supporting a managing director.
  • Maintains managing director's calendar; schedules and coordinates appointments, reserves venue, coordinates attendees; assembles handout materials, slideshow presentations and equipment.
  • Prepares, proofreads and distributes correspondence, memos, spreadsheets, logs, invoices, and reports in final form, for approval or signature of managing director.
  • Reviews incoming postal mail, electronic mail, correspondence, and statements; forwards to managing director or other professional and department staff.
  • Recommends to the managing director improvements to administrative policies and internal workflow procedures, as needed.
  • Provides input to managing director on budgetary matters concerning office expenditures, such as equipment and supplies and monetary benefits, such as payroll and overtime.
  • Processes, coordinates and adjusts payroll, timekeeping, and leave requests for managing director's approval and signature.
  • 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 assist managing director by following-up on the status of time sensitive items within the department.
  • May take and transcribe dictation verbally or from electronic sources; may take minutes, record and report meetings or proceedings for the managing director.
  • May prepare and distribute outgoing electronic mail and correspondence on behalf of managing director; as authorized, may utilize an electronic signature or stamp for managing director.
  • May provide supervision, guidance, training, and review the work of subordinate administrative/clerical and administrative/secretarial staff to ensure accuracy, completion, timeliness and corrective action, as needed.
  • May meet with staff members or members of the public, on behalf of managing director  or other professional staff.
  • Performs other related duties, as required.

This classification description is not intended to be, nor should it be construed as an all inclusive list of the duties associated with a particular position. Management may require incumbents to perform job duties other than those contained in this document at any time.

APPOINTING AUTHORITY MAY REQUIRE

60 net words per minute on a typing test.

CLASS: ADSPC2EPCL; EST: ; REV: ;