Administrative Assistant

Job ID: Administrative Assistant – Housing and Urban Planning Division

About the role

Performs a variety of administrative support and clerical duties. Works under general supervision, independently developing work methods and sequences.

Responsibilities

• Interacts with the public through extensive use of personal computer, telephone, various software applications, and other office equipment.
• Responds to emails, public records requests, telephone calls and related communications, providing information and resolving issues and/or escalating issues as appropriate.
• Composes correspondence including emails, memos, letters, notifications, promotional materials, etc.
• Organizes and files documents, archives files, assists in records management in compliance with division and State records retention policies.
• Coordinates meetings, notifies attendees, prepares agendas and meeting notices, attends meetings, records and prepares meeting minutes.
• Creates and maintains databases and spreadsheets to track section performance and to facilitate the preparation of a variety of reports.
• As needed, picks up and delivers documents to government center.
• Maintains and orders office supplies and materials, coordinates equipment maintenance to ensure efficient division operations.
• Periodically staffs division reception desk, providing in-person customer service and handling telephone switchboard operations.
• Handles a variety of special assignments, projects, and related matters that may be assigned by managers or as required.
• Performs related work as assigned.

Requirements

• Requires two (2) years of technical clerical, administrative or closely related experience.

Qualifications

• Associate’s degree from an accredited college or university with major coursework in business, urban planning, community development, public administration, or closely related field.
• Bachelor’s degree from an accredited college or university with major coursework in business, urban planning, community development, public administration, or closely related field.
• Master’s degree from an accredited college or university with major coursework in business, urban planning, community development, public administration, or closely related field.
• Project Management Professional (PMP) Certification.
• Microsoft Office Specialist (MOS) Certification.
• Six Sigma or Lean Six Sigma Certification.
• Relevant Administrative/Management Certification.
• Housing Certification.
• Bi- or multi-lingual (Spanish, Creole).
• 1+ years records retention experience.
• 1+ years customer service experience.
• 1+ years experience with computer programs (Excel, online cloud application and documentation storage).
• 1+ years recording meetings experience.

Skills

• Tech Savvy: Anticipates and adopts innovations in business-building digital and technology applications. Successfully leverages the latest technologies to increase performance. Quickly embraces and masters new technological advances adopted by the organization. May help others learn the terminology.
• Manages Complexity: Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. Looks at complex issues from multiple angles; explores issues to uncover underlying issues and root causes; sees the main consequences and implications of different options.
• Decision Quality: Makes good and timely decisions that keep the organization moving forward. Seeks coaching from others to address routine problems; learns to handle these issues effectively. Bases decisions and actions on relevant rules and procedures.
• Plans and Aligns: Plans and prioritizes work to meet commitments aligned with organizational goals. Outlines clear plans that put actions in a logical sequence; conveys some time frames. Aligns own work with relevant workgroups. Takes some steps to reduce bottlenecks and speed up the work.
• Ensures Accountability: Holds self and others accountable to meet commitments. Accepts responsibility for own work, both successes and failures. Handles fair share and does not make excuses for problems. Usually meets commitments to others.
• Manages Conflict: Handles conflict situations effectively, with a minimum of noise. Takes a positive approach to conflicts; helps dispel tension; seeks guidance and feedback on managing conflict; delivers controversial viewpoints candidly and sensitively; does not take arguments personally.
• Communicates Effectively: Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences. Seeks out others' perspectives and asks good questions. Shares information that people want to know; gives appropriate context and details when speaking.
• Demonstrates Self-Awareness: Uses a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses. Actively seeks feedback from a variety of sources; asks clarifying questions to understand and improve own impact on others or on team performance. Reflects on and learns from own mistakes.

Work Environment

Physical Demands: Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Unavoidable Hazards: None.

Benefits

• High Deductible Health Plan – Bi-weekly Premiums: Single $10.90 / Family $80.79. Includes a County Funded Health Savings Account of up to $2,000 annually.
• Consumer Driven Health Plan – Bi-weekly Premiums: Single $82.58 / Family $286.79.
• Florida Retirement System (FRS) – Pension or Investment Plan.
• 457 Deferred Compensation Employee Match.
• Eleven (11) paid holidays each year.
• Vacation (Paid Time Off) = 2 weeks per year.
• Up to 40 hours of Job Basis Leave for eligible positions.
• Tuition Reimbursement (Up to $2,000 annually).