Administrative Specialist (Agenda Preparation)

Fort Lauderdale, FL - USA

Hourly Salary: $ 23 - 37

Posted on: 2 days ago

Vacancies: 1 Vacancy

Job Summary

REQUIREMENTS AND PREFERENCES

Benefits of Broward County Employment

Eleven (11) paid holidays each year

Vacation (Paid Time Off) 2 weeks per year

Tuition Reimbursement (Up to 2K annually)

Up to 40 hours of Job Basis Leave for eligible positions

Paid Parental Leave

Health Benefits

High Deductible Health Plan bi-weekly premiums: Employee $10.90 / Family $80.79

Includes a County Funded Health Savings Account of up to $2000 Annually

Consumer Driven Health Plan bi-weekly premiums: Employee $82.58 / Family $286.79

Florida Retirement System (FRS) Pension or Investment Plan

457 Deferred Compensation county matches up to $2000 a year.

The Broward County Board of County Commissioners is seeking qualified candidates for Administrative Specialist in the Agenda Preparation Section of the Records Taxes & Treasury Division.

General Description
The Administrative Specialist (Document Control Section - Agenda Preparation) performs administrative work under general supervision involving a variety of administrative and clerical duties related to the preparation of commission meeting records (including agendas agreements resolutions and ordinances) into the public records. Duties are carried out within a framework of established statutes ordinances regulations and divisional policies and procedures. Performs complex and varied administrative and clerical duties for an agency. Responsible for coordination distribution and the safeguarding of confidential and sensitive material.
Works under general supervision independently developing work methods and sequences.

Minimum Education and Experience Requirements

Requires two (2) years of clerical experience or closely related experience involving proofreading and formatting with accuracy consistency and compliance with established policies and procedures.

Special Certifications and Licenses

None.

Preferences

College Degree from an accredited college or university in Business Public Administration Communications or related field.
Excellent written and verbal communication skills.

Experience using an Agenda Management software.
Proficiency in using Adobe Acrobat Professional.

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.

Provides customer service in person by phone or e-mail in connection with daily section activities.
Attends records and performs reading clerk duties at Board of County Commissioners (BCC) meetings.
Monitors agenda submissions through the Countys Agenda Preparation software application (Legistar).
Receives proofreads and compiles agenda items from various county agencies for placement onto BCC meetings.
Assists in administration of the Legistar application.
Monitors online speaker list during Board of County Commissioners (BCC) meetings.
Serves as a facilitator to train new and current users on the Legistar application.
Reviews and approves Sunshine Meeting notices.
Submits Sunshine Meeting notices on behalf of outside advisory boards and agencies.
Prepares and maintains spreadsheets to facilitate creation of various reports.
Assists in preparation and delivery of the weekly Commission Agenda.
Performs related duties as assigned.

WORK ENVIRONMENT

Physical Demands
Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

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.

SPECIAL INFORMATION

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-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.

County Core Values

All Broward County employees strive to demonstrate the Countys four core behavioral competencies.

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 or email to make an accommodation request.

Emergency Management 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 Countys 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.

Required Experience:

REQUIREMENTS AND PREFERENCES Benefits of Broward County EmploymentEleven (11) paid holidays each yearVacation (Paid Time Off) 2 weeks per yearTuition Reimbursement (Up to 2K annually)Up to 40 hours of Job Basis Leave for eligible positionsPaid Parental LeaveHealth Benef...