Class Code:PA068

ADMINISTRATIVE ASSISTANT

General Description

Performs a variety of administrative support and clerical duties.

This class works under general supervision, independently developing work methods and sequences.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the job as necessary.

Interacts with the public, County staff and officials, business people, media personnel, officials and staff from other governmental entities, or vendors in order to obtain goods/services; assists them in using Department services, equipment, programs, resources, and/or facilities, collecting fees, answering questions, or identifying their service needs.

Resolves a variety of issues from internal staff and/or the public in order to maximize the efficiency of the office operation and service provided.

Composes/prepares a variety of correspondence, notifications, applications, forms, reports, and related documents in order to communicate information to staff, County, State or Federal officials, and/or the public.

Works with manager to develop, revise, and implement policies and procedures for the office in order to facilitate efficient operation, clarifies operating policies and procedures for staff and ensures proper procedures are followed.

Monitors budget expenditures in order to ensure funds are available in appropriate accounts to purchase required supplies, materials, and equipment.

Creates and maintains a variety of databases and spreadsheets in order to capture and manipulate data and/or facilitate preparation of a variety of reports.

Reviews unit paperwork (purchase orders, invoices, deposit slips, forms, cash reports, in order to ensure that paperwork is accurate, internal checks/balances, and provide documentation for audits; reviews time cards, leave requests, and related documents in order to ensure employees are paid correctly and leave balances are accurate.

Proofreads, copies, and edits correspondence, contracts, printouts, summary reports, meeting agendas, or on screen data in order to identify data entry errors.

Evaluates employee performance in order to identify training needs, determine performance strengths and weaknesses, and to ensure the job is being done correctly.

Follows-up on a variety of special assignments, projects, and related matters in order to ensure assignments, projects, tasks are completed in a timely manner and/or by established deadline.

Performs related work as assigned.

Physical Demands

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Unavoidable Hazards (Work Environment)

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

None.

Minimum Education and Experience Requirements

Requires two (2) years of technical clerical, administrative or closely related experience.

Special Certifications and Licenses

None.

Americans with Disabilities Act (ADA) Compliance

Broward County is an Equal Opportunity Employer.  The ADA requires Broward County to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

Emergency Management Responsibilities

Note: During emergency conditions, all County employees are automatically considered emergency service workers.  County employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation and are expected to perform emergency service duties, as assigned.

County-wide Employee Responsibilities

All Broward County employees must serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Broward County’s Employee Code of Ethics, gift, and conflict of interest policies.

All Broward County employees must 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, color, religion, sex, national origin, age, disability, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression.