NATURE OF WORK
This is complex and varied secretarial, bookkeeping and administrative work. Work involves processing daily collection of cash; maintaining files, records and schedules; distributing mail and preparing routine correspondence; preparing leave requests and maintaining vacation schedules; and preparing employee requisitions and purchase requisitions.
Work also involves acting as facilitator for the Finance Division, both internal and external, with government agencies, vendors, the general public inquiring on a variety of Port related items.
Performs secretarial and administrative duties and bookkeeping assistance for the Finance Division.
Obtains information, coordinates and facilitates the accomplishment of work for a variety of projects in the Finance Division.
Coordinates and schedules attendance at meetings for the Division.
Manages and maintains division tickler/correspondence files, records, and schedules, reviews, dates, and distributes incoming mail.
Reviews a variety of work products for accuracy as provided by all sections within the Finance Division.
Interprets and explains policy regulations and operating procedures.
Maintains mailing lists, prepares envelopes for financial statements and reports
and makes photocopies as required.
Prepares forms for leave of absence requests, employee requisitions, and
Receives payments for Port charges from internal Divisions, Port users and tenants. Reconciles the daily transactions in accordance with County procedures, processing them for the daily bank deposit, and maintains records for same.
Obtains quotes from vendors; prepares and reviews purchase requisitions.
Provides professional level staff assistance to Department and Division Directors as needed.
Performs related work as required.
KNOWLEDGE, ABILITIES AND SKILLS
Considerable knowledge of secretarial and administrative procedures including correspondence preparation, filing systems, office machine operations, business English and mathematical calculations.
Considerable knowledge of the procedures of office management and specifically seaports.
Ability to exercise a considerable amount of independent judgement and to work independently with minimal direct supervision.
Ability to adapt and react in a positive, efficient, and expedient manner while adjusting work schedule to handle variety of projects, interruptions, and priorities on short notice.
Ability to take and transcribe dictation and/or to transcribe dictation tape into word processing software quickly and accurately.
Proficient in use of personal computers utilizing word processing, spreadsheets, internet, and graphical slide presentations.
Ability to research and compile data from files and other sources applicable to the topic of concern.
Ability to make clerical and minor administrative decisions in accordance with office procedures, ordinances and departmental rules.
Ability to proofread documents and verify mathematical accuracy of data.
Ability to present information clearly and concisely in oral and written form.
Ability to serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Broward County 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.
DESIRABLE EXPERIENCE AND TRAINING
Successful completion of job related tests. Four (4) years responsible secretarial, bookkeeping and administrative experience which must have included word processing, spreadsheets, internet use and graphical slide presentations desired.
Bargaining Unit: Federation Non-Supervisory
FLSA Status: Non-Exempt
Code of Ethics Certification: No
Class Spec Estab./Revised: E07/01 R 05/2012