JOB OVERVIEW
Performs various complex administrative/secretarial duties under general supervision, supporting a divisional manager or senior divisional manager and other professional staff of a large division of a company function or operation.
May supervise subordinate administrative/clerical staff.
As needed, one Administrative Assistant I level position may be authorized to support each divisional manager or senior divisional manager.
POSITION 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 assignedarea of responsibility, incumbents in the position may perform one or more of the activities described below. Performs various complex administrative, secretarial, and confidential functions and duties supporting a divisional manager or senior divisional manager, and other professional staff. Composes, proofreads and edits correspondence, memos, spreadsheets, minutes, logs, and reports in final form, for approval or signature of divisional manager or senior divisional manager.Reviews and distributes for the divisional manager or senior divisional manager, detailed incoming and outgoing mail, electronic mail, correspondence, and statements.Schedules, coordinates and prepares meetings, meeting materials/handouts, appointments and conferences for divisional manager or senior divisional manager.Accesses and secures restricted, sensitive and confidential records or information. Researches and responds to requests for information and assistance, and determines priority status and refersto divisional manager or senior divisional manager, or other professional staff, as needed.Plans, organizes and coordinates division wide activities required by divisional manager or senior divisionalmanager, and other professional staff.May provide guidance and training, and review the work of others to ensure accuracy, completion andtimeliness; may supervise lower level administrative/clerical staff.May take and transcribe dictation, verbally or from electronic sources; may take department meeting minutesfor divisional manager or senior divisional manager.Performs other related duties as required.
MINIMUM QUALIFICATIONS
An Associate's degree in Office Administration; and Two years of administrative/secretarial experience.Attachment D, Clerical/Administrative/Customer Service Position Descriptions Hillsborough County Aviation AuthorityStaffing Services Pre-Qualification
Or
An equivalent combination of education, training and experience that would reasonably be expected to provide the job- specific competencies noted below.Knowledge of procedures, policies, and rules of assigned division or unit.Knowledge of processing administrative and secretarial procedures, such as word processing, files and recordsmaintenance, transcription, and other related procedures.Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules ofcomposition and grammar.Skill to carry out complex administrative, secretarial, and confidential duties to assist the division manager, seniordivision manager, or other professional staff.Skill in the use of computers, computer related software or programs, local networks, databases and internet searchengines.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 staff.