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


Class Code:N0044

EXECUTIVE ASSISTANT

NATURE OF WORK

This is advanced and highly responsible administrative and secretarial work performed for a Department Director.

Work involves performing various administrative, office management, and secretarial tasks to relieve an administrative superior of operational details. Employee in this class acts as a liaison between the Department Director and staff in order to maximize efficiency and effectiveness. 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 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. Assignments are received through conferences and written instructions, and work is reviewed by observation of results achieved.

ILLUSTRATIVE TASKS

Serves as executive assistant to a Department Director.

Interacts with the public, County staff/officials, media personnel, officials/staff from other governmental entities, or vendors in order to obtain goods/services, assist them in using Department services, equipment, programs, and/or facilities, collect fees, answer questions, or identify their service needs.

Liaison with Department Director and staff in order to maximize efficiency/effectiveness of Department operations.

Prepares a variety of correspondence, notifications, forms, meeting minutes, and related documents in order to communicate information to staff and/or the public.

Screens Director's incoming/outgoing communications (mail, e-mail, etc.) in order to ensure timely response to requests.

Schedules a variety of meetings in order to facilitate intra-office communications and/or coordinate/facilitate staff interaction with the public.

Coordinates Board/Committee meetings in order to ensure a quorum.

Processes requests for Department materials, information received by phone, fax, email, or in person in order to provide requested materials/information.

Schedules rooms in order to ensure space is available for a variety of meetings, conferences, and/or workshops.

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

Processes supplies, materials, and equipment received in order to maintain inventory.

Files a variety of correspondence, documents, requests received, and other forms/materials in order to provide documentation of activities and comply with Department/State records management, and Department operating policies and procedures.

Develops/revises procedures for office/unit procedures in order to clarify operating policies/procedures for subordinates and ensure proper procedures are followed.

Compiles Board/Committee agenda related materials in order to prepare agenda package for Board/Committee members.

May be required to supervise clerical personnel.

Performs related work as required.

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 communicate effectively, both orally and in writing.

Ability to perform assignments with limited supervision.

Ability to operate a personal computer to prepare a variety of correspondence, notices, schedules, and related materials using a variety of software/applications.

Ability to evaluate data/information and make decisions in accordance with established policies, procedures, and guidelines.

Ability to plan, direct and supervise the work of subordinates.

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, political affiliation or sexual orientation.

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

REQUIRED EXPERIENCE AND TRAINING

Successful completion of job related tests. Six (6) years experience performing high level administrative/secretarial work desired.

GENERAL INFORMATION

Bargaining Unit: Unrepresented
FLSA Status: Non-exempt
Code of Ethics Certification: No
Class Spec Estab/Revised: E10/02 R04/12

 


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