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Human Resources Division
115 South Andrews Avenue, Room 508
Fort Lauderdale, Florida 33301


Class Code:N0045

ADMINISTRATIVE SECRETARY

NATURE OF WORK

This is advanced and highly responsible secretarial work performed for a County Commissioner, the County Administrator, or Department heads.

Work involves performing difficult secretarial work and administrative office management duties to relieve an elected official or administrative superior of operational details. Work includes independently preparing correspondence, taking dictation and transcribing notes in typewritten form; or machine transcription using word processing on a personal computer for detailed reports, documents, and correspondence. Work also includes considerable public contact in giving information and receiving complaints and work may include the supervision of clerical and stenographic personnel. Considerable tact and courtesy are required in public contact work. The employee must exercise independent judgment and initiative in completing assignments and in resolving minor office operational problems. Work is performed under the general supervision of an administrative superior or elected official; assignments are received through conferences and written instructions, and work is reviewed by observation of results achieved.

ILLUSTRATIVE TASKS

Serves as secretary for a high level administrative official.

Prepares agenda for office, board, or commission meetings; handles mechanics of planning major meetings; attends meetings, takes minutes, and follows through on matters requiring correspondence.

Gathers source materials for articles or speeches and assists superior in drafting confidential papers, speeches and articles.

Takes dictation and/or performs machine transcription from professional and administrative personnel; proofreads typewritten material for accuracy.

Reviews incoming mail; refers important correspondence to superior or appropriate staff member; holds specially assigned correspondence and independently prepares appropriate replies.

Receives telephone calls and visitors; gives out involved information regarding county activities and programs; refers calls or visitors to appropriate staff members.

Files office correspondence and records, determining proper distribution and disposition of notices, memoranda, directives, and related materials.

Collects information and compiles reports on activities as requested by superior.

Performs related work as assigned.

KNOWLEDGE, ABILITIES AND SKILLS

Thorough knowledge of secretarial procedures and practices including correspondence preparation, filing systems, office machine operation, business english, and commercial arithmetic.

Thorough knowledge of modern office practices and procedures.

Considerable knowledge of the rules, regulations, procedures and functions of the office to which assigned, and the organizational structure of county government.

Ability to deal with people in a tactful and effective manner and to use judgment and discretion in disseminating information.

Ability to take and transcribe dictation and/or transcribe dictation tapes into word processing software at a high rate of speed.

Ability to operate both a personal computer and electric typewriter at an accurate and rapid rate of speed.

Ability to perform assignments on the basis of general outlines or directions without specific instructions as to details and to perform continuing assignments independently.

Ability to serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Broward County's Ethics and Conflict of Interest policies.

Ability to establish and maintain effective working relationships with the general public, co-workers, elected and appointed officials and members of diverse cultural and linguistic backgrounds regardless of race, religion, age, sex, disability or political affiliation.

Ability to communicate effectively, both orally and in writing.

Skill in dictation and the use of a typewriter, and/or dictating machine and a personal computer.

REQUIRED EXPERIENCE AND TRAINING

Successful completion of job related tests.  Six (6) years experience in secretarial and clerical work desired.

GENERAL INFORMATION

Bargaining Unit: Unrepresented
FLSA Status: Non-exempt
Code of Ethics
Certification: No
Class Spec. Estab./Revised: E10/76 R4/12


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