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


Class Code:N0018

AGENDA SECRETARY

NATURE OF WORK

This is advanced, highly responsible, administrative secretarial work in the performance of commission agenda preparation and distribution for County Administration and County Records Division.

Work involves serving as a liaison with all county agencies and persons involved with commission agenda preparation, as well as continual training of agenda coordinators in the use of macros and software applications. Duties involve electronic receipt, preparation, and imaging of all documents used for the commission agenda summary, agenda reports, and agenda back up materials. Guidance and supervision are provided to subordinate secretarial and clerical employees. The employee must exercise independent judgement and initiative in completing assignments and in resolving minor office operational problems. Independent judgement is often exercised in relieving a superior of administrative details. Work is performed under the general supervision of an administrative superior; assignments are received through conferences and written instructions. Work is reviewed by observation of results achieved.



ILLUSTRATIVE TASKS

Receives agenda documentation in hard copy, as well as electronically; scans and/or converts files as necessary; link files to create useable format for commissioners and for transferring data to the Internet.

Prepares and distributes commission agendas and back up materials electronically to the commissioners via CD-ROM and to all county agencies and general public via the Internet.

Searches and locates all data pertinent to specific matters and purge files of unnecessary items.

Provides professional level staff assistance to an administrative superior, division or department head in specially assigned areas of operation; assists and advises on matters pertaining to commission agenda preparation.

Act as administrative liaison to various county agencies as related to commission agenda preparation; interprets and explains policy regulations and operating procedures.

Supervises and trains other secretarial and clerical employees as assigned.

Performs related work as required.



KNOWLEDGE, ABILITIES AND SKILLS

Thorough knowledge of secretarial procedures used in office management.

Thorough knowledge of the specific governmental operation to which assigned, including its policies, procedures, organization, work flow, and record keeping.

Thorough knowledge of secretarial procedures including computer word processing, correspondence preparation, filing systems, office machine operation, business English, and commercial arithmetic.

Thorough knowledge of the organizational framework of county government.

Considerable knowledge of executive protocol and the proper order of etiquette in conduction of secretarial relations with high level officials.

Considerable knowledge of the principles, practices, and procedures of organization, management, and administration.

Ability to work under strict deadlines in a high-pressure environment.

Ability to operate a personal computer at an accurate and rapid rate of speed.

Ability to learn and adapt quickly to new and unfamiliar computer software applications.

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 search for and compile data from files and other sources.

Ability to organize and maintain continuous flow of documents and computer files while meeting weekly deadlines of agenda publication.

Ability to supervise and assist secretarial subordinates in carrying out assigned work.

Ability to communicate effectively, both orally and in writing.

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.



REQUIRED EXPERIENCE AND TRAINING

Successful completion of job related tests. Six (6) years experience in secretarial and clerical work desired.



GENERAL INFORMATION

Bargaining Unit: Unrepresented
FLSA Status: Non-Exempt
Code of Ethics
Certification: No
Class Spec. Estab./Revised: E10/98 R04/12


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