NATURE OF WORK
This is advanced and highly responsible secretarial and administrative work performed for the various Port divisions.
Work involves providing complete clerical services including typing, filing, word processing and computer data input; scheduling appointments, handling the mail, preparing requisitions, and compiling and drafting routine correspondence. Work also includes coordinating all administrative duties with the division and assisting in the arrangement of all special projects. Instructions are received from an administrative superior 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. Duties and responsibilities may vary depending upon the Port division to which assigned.
Performs secretarial and administrative duties including taking dictation, preparing and typing correspondence, establishing and maintaining files, scheduling appointments, screening telephone calls, word processing and computer data input.
Assembles and prepares agenda material as assigned. Makes appointments and maintains calendar; acts as receptionist and answers requests for non-technical information.
Answers telephone inquiries and routes calls to appropriate staff.
Composes correspondence or selects appropriate form letter reply; establishes and maintains files.
Responsible for reviewing and controlling incoming and outgoing mail, to include receiving, dating and routing to proper staff, and mailing out informational packets as required.
Coordinates and schedules attendance at meetings for the Division.
Manages and maintains division tickler/correspondence files, records, and schedules, reviews, dates, and distributes incoming mail.
Interprets and explains policy regulations and operating procedures.
Maintains mailing lists, prepares envelopes and makes photocopies as required.
Responsible for obtaining quotes from vendors; requisitioning and 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 which may vary by subject matter to include legal, engineering, financial and other technical or specialized terminology; proofreads typewritten material for accuracy.
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 division policies and requesting information needed by supervisor.
Types various activity reports, requisitions, work orders, budget transfers, personnel forms and similar documents using word processing on a personal computer or typewriter. Assembles and summarizes material from files; cross references data and locates information requested by general instructions from the supervisor.
Performs related work as required.
KNOWLEDGE, ABILITIES AND SKILLS
Considerable knowledge of secretarial and administrative procedures including correspondence preparation, filing systems, office machine operations, business English and mathematical calculations.
Considerable knowledge of the procedures of office management and clerical procedures applicable to the organizational activity to which assigned.
Ability to exercise a considerable amount of independent judgement and to work independently with minimal direct supervision.
Ability to adapt and react in a positive, efficient, and expedient manner while adjusting work schedule to handle variety of projects, interruptions, and priorities on short notice.
Ability to take and transcribe dictation and/or to transcribe dictation tape into word processing software quickly and accurately.
Ability to operate personal computers utilizing word processing, spreadsheets, Internet, and graphical slide presentations.
Ability to research and compile data from files and other sources applicable to the topic.
Ability to make clerical and minor administrative decisions in accordance with office procedures, ordinances and departmental rules.
Ability to proofread documents and verify mathematical accuracy of data.
Ability to present information clearly and concisely in oral and written form.
Ability to serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Broward County 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 or political affiliation.
Skill in the use of a typewriter, dictation machine, personal computer and word processing programs.
REQUIRED EXPERIENCE AND TRAINING
Successful completion of job related tests. Six (6) years responsible experience in secretarial and clerical work desired.
Bargaining Unit: Federation Non-Supervisory
FLSA Status: Non-Exempt
Code of Ethics Certification: No
Class Spec Estab./Revised: E02/02 R05/2012