Administrative Assistant

Administrative Assistant

The Broward County Board of County Commissioners is seeking qualified candidates for Administrative Assistant to support the Housing and Urban Planning Division.

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 or closely related experience.

Preferences

• Associates degree from an accredited college or university with major coursework in business, urban planning, community development, public administration, or closely related field.
• Bachelors degree from an accredited college or university with major coursework in business, urban planning, community development, public administration, or closely related field.
• Masters 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

Duties and Responsibilities

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.

This is a professional and administrative position with the Housing and Urban Planning Division. This position is responsible for performing a variety of specialized office support work for the division and purchase assistance/home repair section. The functions below represent the majority of the time spent in this position.

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 issue as appropriate.

Compose correspondence including emails, memos, letters, notifications, promotional materials, etc.

Organize and file documents, archive files, assist in records management in compliance with division and State records retention policies.

Coordinate meetings, notify attendees, prepare agendas and meeting notices, attend meetings, record and prepare meeting minutes.

Create and maintain databases and spreadsheets to track section performance and to facilitate the preparation of a variety of reports.

As needed, pickup and deliver documents to government center.

Maintain and order office supplies and materials, coordinate equipment maintenance to ensure efficient division operations.

Periodically staff division reception desk, providing in-person customer service and handling telephone switchboard operations.

Handle a variety of special assignments, projects, and related matters that may be assigned by managers or as required.

Performs related work 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.

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 (Work Environment)

None.

County Core Values

• Collaborates: Building partnerships and working collaboratively with others to meet shared objectives.
• Customer focus: Building strong customer relationships and delivering customer-centric solutions.
• Instills trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity.
• Values differences: Recognizing the value that different perspectives and cultures bring to an organization.

Americans with Disabilities Act (ADA) Compliance

Broward County is an Equal Opportunity Employer committed to inclusion. Broward County is committed to providing equal opportunity and reasonable accommodations to qualified persons with disabilities. We support the hiring of people with disabilities; therefore, if you require assistance due to a disability, please contact the Professional Standards Section in advance at View phone number on click.appcast.io or email View email address on click.appcast.io to make an accommodation request.

County-wide Emergency Responsibilities

Note: During emergency conditions, all County employees are automatically considered emergency service workers. County employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation and are expected to perform emergency service duties, as assigned.

County-wide Employee Responsibilities

All Broward County employees must serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Broward County's Employee Code of Ethics, gift, and conflict of interest policies.

All Broward County employees must 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, sex, national origin, age, disability, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression.