NATURE OF WORK
This is moderately complex and varied secretarial and clerical work which requires either taking dictation and transcribing notes in typewritten form; or machine transcription using word processing on a personal computer.
Work involves performing general secretarial duties for the Regional Director of Sales and Director of Sales and relieving them of routine administrative details.
Work requires the exercise of initiative, independent judgment, and discretion in handling delegated administrative details, and the performance of various clerical duties.
Instructions are received from an administrative superior on new assignments and policy matters, and advice and assistance are normally available.
Work is reviewed upon completion for adherence to established policies, procedures, and results obtained.
Acts as secretary and provides administrative support to the Regional Director of Sales and Director of Sales.
Relieves an administrative superior of routine administrative details, such as: requisitioning or ordering supplies and equipment; checking reports for accuracy and conformance to policies and standards; assisting in preparing agendas for meetings and conferences; seeking vendors for specific needs or services.
Takes dictation and/or performs machine transcription from correspondence, memoranda, reports, specifications, minutes of meetings and other materials, composes routine correspondence or selects appropriate form letter reply, proofreads typewritten material for accuracy.
Makes appointments and maintains calendar; acts as receptionist and answers requests for non-technical information.
Assembles and summarizes material from files; cross references data and locates information requested by general instructions from the supervisor; prepares lists and labels for monthly mailings and client events.
Keeps various activity and production records which may involve assembling reports from other sections of the department; types and keeps a record of monthly sales report.
Types various activity reports, requisitions, work orders, budget transfers, personnel forms and similar documents specified by administrative regulations; prepares direct payment vouchers for trade shows, client related functions, sales missions, and industry meetings.
Acts as the liaison between Regional Offices and Central Accounting Divisions/Agencies.
Follows up with clients and hotel sales persons regarding specific requests or questions.
Performs related work as required.
KNOWLEDGE, ABILITIES AND SKILLS
Knowledge of secretarial procedures, including correspondence preparation, filing systems, office machine operation, business English and commercial arithmetic.
Knowledge of the clerical procedures applicable to the organizational activity to which assigned.
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 search for and compile data from files and other sources applicable to topic of concern.
Ability to make decisions in accordance with office procedures, ordinances, and departmental rules.
Ability to handle multiple tasks and prioritize workload accordingly.
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 dictation and the use of a typewriter, and/or dictating machine and a personal computer.
REQUIRED EXPERIENCE AND TRAINING
Graduation from high school, including or supplemented by course work in transcription and/or dictation, and typing; two (2) years experience in secretarial and clerical work; or any equivalent combination of relevant training and experience.
Bargaining Unit: White Collar
FLSA Status: Non-exempt
Code of Ethics
Work Locations: GFLCVB
Class Spec. Estab./Revised: E06/01