Administrative Assistant (Events and Communications Assistant)

Administrative Assistant

The Broward County Board of County Commissioners is currently seeking qualified applicants for the position of Administrative Assistant within our Cultural Division team. General Description Performs a variety of administrative support and clerical duties. Works under general supervision, independently developing work methods and sequences. Minimum Education and Experience Requirements Requires two (2) years of technical clerical, administrative experience, particularly within Arts, Events, and Graphic Design. Special Certifications and Licenses None. Preferences: 2+ years of design experience using image editing software, such as Adobe Suite, Canva, or others. 2+ years of Microsoft Suite experience. 2+ years of Public Presentation experience. 2+ years of PeopleSoft Experience

Scope Of Work

The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the job as necessary.

• Manages and publishes the monthly Division newsletter and Quarterly Report with assistance from the Communications and Marketing Section and the Grants Section.
• Reviews and approves user-submitted events, opportunities, and other information on Arts Calendar
• Creates quick-turnaround graphic design deliverables for division events.
• Composes correspondence including emails, memos, letters, applications, notifications, reports, meeting agendas, meeting minutes, Board agenda items, and forms.
• Proofreads documentation to identify and correct errors.
• Responds to emails, public records requests, telephone calls, and related communications; resolves issues or escalates them as appropriate.
• Composes or assists in the preparation of regularly scheduled reports.
• Creates and maintains various databases and spreadsheets to facilitate report preparation and manage assets shared with internal and external partners.
• Updates and maintains office policies and procedures.
• Monitors budget expenditures to ensure funds are available in appropriate accounts for purchasing supplies, materials, and equipment.
• Reviews financial documentation (e.g., purchase orders, invoices, deposit slips, forms, cash reports) for accuracy, performs internal checks and balances, and provides documentation for audits.
• Prepares, reviews, tracks, and documents purchase orders, contracts, invoices, and payments.
• Coordinates payroll activities to ensure payroll for the assigned area is closed within deadlines.
• Follows up on special assignments, projects, and related matters to ensure timely completion and adherence to established deadlines.
• Coordinates and monitors completion of work by vendors and service providers.
• Organizes and coordinates community meetings, classes, workshops, and events, including set-up, registration, tear-down, and clean-up.
• Performs other duties as assigned.

Competencies

• 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 This position may be asked to participate in events on the weekends that require long hours of standing of moving (IGNITE, Arts Launch, etc.)

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 (Work Environment) Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken. None.