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Hillsborough County Government

Administrative Specialist II (#ADSPC2GENL) GENL
$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 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 on multiple-choice test number 84.

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.

ADDITIONAL REQUIREMENTS FOR SOME POSITIONS

60 net words per minute on a typing test.

CLASS: ADSPC2GENL; EST: 7/24/2013 4:28:00 PM; REV: 12/12/2013;