Administrative Assistant Iii (Dpw)

Salary : $42,224.00 - $54,912.00 Annually

Location : Brooksville, FL

Job Type: Full-Time

Job Number: 14180

Department: Department of Public Works

Opening Date: 10/16/2024

Closing Date: 10/23/2024 11:59 PM Eastern

FLSA: Non-Exempt

Bargaining Unit: N/A

Description

The Administrative Assistant Ill performs highly responsible administrative work, including responsibility as staff assistant to the Public Works Director.
Supervisory position directing and overseeing the work of the Customer Service Specialist.
The incumbent's duties involve considerable public contact and require the exercise of independent judgment, confidentiality, tact, and diplomacy when interacting with officials, the public, and staff.
Additional responsibilities include complex tasks involving coordination of the department's projects/activities, record keeping, administrative detail, special projects, research, follow up functions, frequent communication with all levels of County government and external agencies.
Examples of Duties
•Acts as administrative assistant to the Public Works Director.
Provides assistance and information.
Coordinates the collection and/or distribution of information pertaining to the Public Works Department.
Refers callers/visitors to other departments as appropriate.

•Supervises the planning, prioritizing, assigning, training, reviewing, and evaluating work of a Customer Service Specialist, Oversees day-to-day activities, approves timesheets and schedules annual leave requests.
Councils with and evaluates the performance of the Customer Service Specialist; and takes disciplinary actions when necessary.

•Secures details of specialized information, coordinating office work and providing information regarding the services and operation of the unit.
Distributes work assignments to management team in the absence of the Director.

•Reviews the work of staff for completeness and accuracy before submittal to the Director, evaluates and makes recommendations, offers advice and assistance as needed.

•Plans, directs, and oversees the resolution of routine customer complaints and problems in accordance with procedures.
Resolves complex problems, in accordance with policies, which are escalated to the Director's level.

•Keeps the Public Works Director appointment calendar and schedules appointments.
Advises Director of important meetings.

•Receives, screens, and prioritizes calls and refers callers to appropriate employees.
Advises Director of time sensitive requests.

•Takes notes and minutes of conferences, meetings, and functions as required.
Schedule, coordinate, and assist with virtual meetings.

•Coordinates special projects as required or directed by the Director.

•Provides training; develops standard operating procedures for administrative duties.

•Compiles data, prepares or coordinates the preparation of reports, and ensures timely submission of required reports.
Communicates with and assists department managers when necessary.

•Creates memorandums, letters, forms, and PowerPoint presentations.
Prepares legal requests for legal sufficiency.
Sets up and maintains specialized office files.
Files letters, reports, and related technical information in the prescribed manner.
Assembles information for other use.

•Performs research and retrieval of records.
Conducts statistical comparisons of information.
Assists in the preparation and maintenance of department records.

•Responsible for coordinating lunch and break schedules to assure the availability of staff to assist patrons and attend to telephone calls in the lobby area.

•Ensures uninterrupted lobby coverage for all staff to receive and assist patrons.

•Prepares, oversees, tracks, and processes Public Records Requests.
Responds to requests for information.

•Creates agenda items for County Commission meetings.
Tracks the review and approval process of all Public Works Department agenda items to ensure the approval process deadline is met.
Prepares agenda packet for Director.

•Assists with meeting setup and assist patrons with Public Works Department programs as needed.


Emergency Response
County employees are required to report for work during a state of emergency and are subject to recall around the clock for emergency response operations which may include duties other than those specified in this job description.


Typical Qualifications

Minimum Qualifications Graduation from an accredited two-year college or university with major course work in business, administration, or a related field.
Five (5) years of work experience in general government administration.
A minimum of two (2) years of experience at an advanced level of county government.
A combination of education, training and experience may be substituted at the County's discretion.


Licenses, Certifications, or Registrations Ability to obtain a Notary Public Commission.
Must possess and maintain a valid Florida Driver's License with a good driving record as defined by current insurance carrier.
NIMs certification 100, 200, and 700 (must be obtained with 30 days of employment).
Required Competencies Strong organizational and time-management skills and ability to deal with multiple tasks simultaneously.
Ability to exercise judgment and discretion in applying and interpreting department rules, regulations, policies, and procedures.
Ability to diffuse irate citizens and diplomatically resolve concerns.
Possess strong written and verbal communication skills.

Extensive knowledge of overall functions and operations of County government.

Ability to prioritize and organize schedules of the Director when required.

Ability to determine management, administrative and secretarial needs in carrying out the directives of the Public Works Director.

Possesses analytical and research skills.

Financial Responsibilities: Accept, receive, and/or collect payments.
Ability to ascertain priorities and meet deadline and objectives.

Ability to establish and maintain effective working relationships with staff, media, representatives from all levels of government, civic organizations, business professionals and general public.
Ability to produce and compose accurately typed letters and memorandums.

Strong Computer Skills.
Supplemental Information

Physical Demands While performing the duties of this job, the employee is required to sit, stand walk, bend, stand and hear, handle repetitive motion to access file cabinets for filing and retrieval if data.
Work is sedentary and exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently to lift, carry, push, pull or otherwise move objects is required.
Environmental Conditions Office environment and works closely with others.
Works in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs.

Pay Grade: 5

Hernando County Board of County Commissioners (BOCC) is an Equal Opportunity Employer and does not discriminate on the basis of sex, race, color, religion, gender, orientation, national origin, age, marital status, veteran status, genetic information, pregnancy, disability, or any other protected characteristic as defined by law.

Hernando County is a Drug-Free workplace.
All employees are subject to drug testing in accordance with Federal and Florida State Law.

Applicants requiring reasonable accommodations as defined by the Americans with Disabilities Act, must provide notification to the BOCC in advance to allow sufficient time to provide an accommodation.


Join our team!


Our benefits are designed to enhance your work and life balance, as well as the community we serve.


Hernando County offers a comprehensive benefits package to eligible employees including health care, dental, vision, Florida Retirement System (FRS), voluntary deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, and paid time off plans.


To learn more details, visit our benefits page:

01

Which statement below best describes the highest level of education you have completed?
High school graduate, diploma or the equivalent (GED) Associate degree Bachelor's degree Master's degree Professional degree Doctorate degree

02

Do you have at least five (5) years of work experience in general government administration?
Yes No

03

Do you possess strong organizational and time-management skills and have the ability to deal with multiple tasks simultaneously?
Yes No

04

Do you have the ability to exercise judgment and discretion in applying and interpreting department rules, regulations, policies and procedure?
Yes No

05

Do you possess strong written and verbal communication skills?
Yes No

06

Do you have the ability to establish and maintain effective working relationships with staff, media, representatives from all levels of government, civic organizations, business professionals and the public?
Yes No

07

Do you possess a valid Florida Driver's License in good standing?
Yes No

Required Question