County Administrator HR Civil Service Board Clerk of the Circuit Court

Office Assistant III

Recruitment #1906-OA3CLKI-003

Introduction

The Clerk of the Circuit Court is looking for new members to join our team as part of one of the finest organizations in Hillsborough County. Employees of the Clerk of the Circuit Court provide quality service to our public.

As a member of our working team, you will occupy a position offering a unique challenge. You are, in effect, working both for your neighbors and yourself while constantly improving your community. You are a public employee performing essential services for the people of Hillsborough County. Our county’s citizens are affected by your on-the-job performance and their opinions of our organization are directly influenced by your conduct. Wherever you work in the Clerk’s organization, please keep in mind the trust that the people of Hillsborough County have placed in your hands. By meeting all of your responsibilities in the most efficient and courteous manner possible, you will find your efforts rewarding.
_________________________________________________________


Job opportunities are offered first to current Clerk of the Circuit Court Employees. If a Clerk employee is not selected, consideration will be then given to applicants outside of the office.

This office reserves the right to consider how your application is prepared. It will be considered only if it is written with clarity and contains the required transcripts, certificates and licenses or other specified documents.

IDEAL CANDIDATE PROFILE

The ideal candidate will demonstrate the following:

• outstanding customer service by attending to walk-in customers and answering telephones, giving accurate information and directing inquiries to the appropriate department or agency
• strong ethics, integrity, and accountability
• the ability to be detail-oriented, organized, and meet deadlines
• excellent oral communication skills by effectively communicating with management, members of the public, attorneys, elected officials, and other governmental agencies
• the ability to work with other staff members toward a common goal
• the ability to easily adapt to software programs and type efficiently with attention for details when entering names, addresses, and money amounts
• the ability to multitask between various different and complex job duties
• the ability to work independently
• act and dress professionally
• the ability to view images to ensure legibility
• the ability to sit for extended periods of time

JOB OVERVIEW

This Office Assistant III position in the Value Adjustment Board department is responsible for an array of tasks and duties. Some of those many tasks include the following:

Working as part of a team with coworkers, Monitoring VAB workflow; processing VAB petitions; handling cash collection; providing assistance to the public and County staff by responding to requests for records and information on various functions of the BOCC, VAB, and other County departments; selling bus passes to County employees; preparing records to be sent to the Record Center; attending zoning meetings and assisting with related zoning duties; responding to customers in a knowledgeable and confident manner in all of the many areas of responsibility.

MINIMUM QUALIFICATIONS

Graduation from high school or possession of a GED Certificate; and three (3) years of clerical experience, including two (2) years of experience in the processing, examining, preparing or reviewing of any type of legal document and two (2) years of experience cashiering .

TESTING REQUIREMENTS

A passing score on a general clerical exam.

JOB SPECIFIC COMPETENCIES

CLERICAL SKILLS AND ABILITIES

·       Projection a professional image, demeanor and dress that will serve as an example to coworkers.

·       Excellent communication skills in conjunction with the ability to calm and address stressful situations.

·       Outstanding organizational skills.

·       Ability to deal professionally and effectively with coworkers, the public, and other County agencies.

·       Flexibility and ability to adjust to change with ease.

·       Ability to work overtime on a monthly basis for Zoning Hearing Master and Phosphate Hearing Master meetings which start at 6:00 P.M. (additionally, VAB hearings and Land Use Hearing Officer meetings can last well past 5:00 P.M., on occasion.)

·       Ability to work independently with minimal supervision.

·       Ability to plan, organize, and anticipate potential workflow issues.

·       Ability to make sound judgment decisions.

·       Ability to follow through on detail.

·       Considerable knowledge of general office practices and procedures.

·       Considerable knowledge of grammar, punctuation, and spelling.

·       Ability to serve as an outstanding team leader.

 

TECHNICAL SKILLS AND ABILITIES

·       Possession of superior, above-average computer skills, including proficiency in Microsoft Word and Excel, DCR recording software, et cetera

·       Ability to learn new programs easily.

·      Ability to operate laptop, photocopier, recording equipment, transcriber, calculator, fax machine, telephone, and microfilm reader/printer.

·       Ability to perform accurate computations and verify information.

·       Ability to accept money, give correct change, and balance cash system.

·       Ability to learn quickly.

·       Ability to focus and pay great attention to details.

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.

• Assisting in all VAB functions, including accepting petitions, answering questions from petitioners and other government agencies, attending VAB hearings, auditing recommended decisions, processing VAB special magistrate payroll, scheduling petitions for hearing, and advertising VAB meetings and organizing backup materials for each meeting.
• Selling bus passes and becoming knowledgeable of bus pass procedures/rules.
• Attending Zoning Hearing Master and Phosphate Hearing Master meetings, which start at 6:00 P.M. as well as VAB hearings and Land Use Hearing Officer meetings which can occasionally continue past  5:00 P.M.
• Assisting with zoning-related duties, and becoming knowledgeable of zoning procedures/rules.
• Assisting with front counter research requests.
• Ordering supplies for the department.
• Maintaining the Record Center book; cultivating knowledge of State retention schedules for records.
• Assisting in the reviewing and updating of all department procedures on a regular basis.
• Regularly reviewing and following yearly State Statute changes that affect each departmental function.
• Performing attestations in the role of a  Deputy Clerk.
• Helping resolve computer-related problems and upgrades, specifically for VAB, DCR recording software, Microsoft Word and Excel.
• Becoming an effective liaison for the department’s many functions, working closely with the Property Appraiser’s Office, VAB Special Magistrates, petitioners, attorneys and agents representing petitioners, and Development Services.

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.

PHYSICAL REQUIREMENTS

• Ability to converse with and listen to a variety of individuals both over the telephone and in face-to-face  meeting settings.
• Ability to sit for long periods of time.
• Ability to lift boxes weighing up to 35 pounds.
• Ability to bend in order to file in low cabinet drawers.
• Ability to deal with stressful situations in a professional, calm and composed manner.

Conclusion

VETERANS' PREFERENCE: Preference will ONLY be entitled upon initial appointment for eligible veterans and eligible spouses of veterans. Documentation to support entitlement to preference MUST be provided at the time of application.

RESPONSE/RECOVERY ACTIVITIES: Employees may be required to participate in response/recovery activities in response to a major emergency or natural disasters affecting County operations. In such situations, every effort will be made to maintain operations, but employees may be assigned to carry out response activities suited to their skills and capabilities.

CLERK OF THE CIRCUIT COURT IS AN EQUAL OPPORTUNITY EMPLOYER

The Clerk of the Circuit Court provides equal employment opportunity to all persons, regardless of age, race, religion, color, national origin, sex, political affiliations, marital status, non-disqualifying physical or mental disability, age, sexual orientation, membership or non-membership in an employee organization, or on the basis of personal favoritism or other non-merit factors.

Clerk of the Circuit Court 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.