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


Class Code:Z0046

COUNTY COMMISSION SECRETARY

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 County Commissioners 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 the County Commissioners 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.

ILLUSTRATIVE TASKS

Acts as secretary to the County Commissioners.

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.

Takes dictation and/or performs machine transcription from correspondence, memoranda, reports, specifications, minutes of meetings and other materials from elected officials which may vary by subject matter to include legal, engineering, financial and other technical or specialized terminology; proofreads typewritten material for accuracy.

Makes appointments and maintains calendar; acts as receptionist and answers requests for non-technical information.

Attends conferences; distributes agenda; takes minutes; types and distributes report of proceedings.

Assembles and summarizes material from files; cross references data and locates information requested by general instructions from the supervisor.

Composes routine correspondence or selects appropriate form letter reply.

Keeps various activity and production records which may involve assembling reports from other sections of the department.

Assists employees in other locations by relaying instructions, advising on departmental policies and requesting information needed by supervisor.

Types various activity reports, requisitions, work orders, budget transfers, personnel forms and similar documents specified by administrative regulations.

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 of office supervision.

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 minor decisions in accordance with office procedures, ordinances, and departmental rules.

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, color, religion, gender, national origin, age, marital status, political affiliation, familial status, disability, sexual orientation, pregnancy, or gender identity and expression.

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.

GENERAL INFORMATION

Bargaining Unit:                  Unrepresented
FLSA Status:                       Non-exempt
Code of Ethics Certification: No
Class Spec Estab./Revised:  E  06/1993   R  09/2010

 


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