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Hillsborough County Government

Administrative Specialist III (#ADSPC3PCMN) PCMN
$19.85-$34.32 Hourly / $3,440.67-$5,948.80 Monthly / $41,288.00-$71,385.60 Yearly




JOB OVERVIEW

Performs a wide variety of paraprofessional administrative/secretarial duties, supporting a director or agency head of a large department or agency of a County function or operation. May supervise subordinate administrative/clerical and administrative/secretarial staff.  As needed, one Administrative Specialist III level position may be authorized to support a director or agency head.

MINIMUM QUALIFICATIONS

A Bachelor's degree; and
Three 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.

A test preparation guide can be downloaded by clicking here.

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, 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.

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.

  • Independently performs a wide variety of paraprofessional administrative, secretarial and confidential functions and duties supporting a director or agency head.
  • Manages and closely monitors director’s or agency head’s calendar; schedules and coordinates appointments, conferences and itineraries; makes travel and lodging arrangements; completes travel reimbursement documentation.
  • Initiates and schedules tentative appointments for director or agency head; 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 director or agency head.
  • Interprets, recommends and implements improvements to administrative policies and internal workflow procedures.
  • Independently determines for the director or agency head, 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 director or agency head’s absence, ensures that requests for action or information are completed or referred to appropriate staff member or area of responsibility; determines whether director or agency head should be notified of high-priority or emergent matters.
  • Makes recommendations and advises director or agency head on budgetary matters concerning office expenditures, such as equipment and supplies and monetary benefits, such as payroll, salary, and overtime.
  • Independently processes, coordinates and adjusts payroll, timekeeping, schedules and leave requests for department or 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 director or agency head; as authorized, may utilize an electronic signature or stamp for director or agency head.
  • 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 serve as representative and liaison for director or agency head by disseminating directives, instructions, assignments and following-up on the status of time sensitive items within the department or agency.
  • May meet with customers, special interest groups, high-ranking officials, unions and others on behalf of director or agency head; or other professional staff, committee, council or board members.
  • May take and transcribe dictation verbally or from electronic sources; may take minutes, record and report meetings or proceedings for the director or agency head.
  • 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

65 net words per minute on a typing test.

CLASS: ADSPC3PCMN; EST: 5/28/2015; REV: ;