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Administrative Specialist II

  • Job Code: W0201
  • Pay Grade:WL
  • Pay Scale:$19.43-$35.12 Hourly; $40,414.40-$73,049.60 Annually
  • Exempt:No

Overview

Perform a variety of advanced administrative duties under general supervision supporting a department commander. May supervise administrative/clerical staff.

Duties & Responsibilities

Note: Depending on assigned responsibilities, employees may perform some or all of the duties below.

  • Perform a variety of advanced administrative, secretarial, and confidential functions supporting a department commander.
  • Maintain a department commander’s calendar.
  • Schedule and coordinate appointments, reserve venue, and coordinate attendees; assemble handout materials, slideshow presentations, and equipment.
  • Prepare, proofread, and distribute correspondence, memos, spreadsheets, logs, invoices, and reports in final form for approval or signature of a department commander.
  • Review and distribute incoming and outgoing mail, electronic mail, correspondence, and statements.
  • Recommend improvements to administrative policies and internal workflow procedures.
  • Provide input on budgetary matters concerning office expenditures (e.g. equipment and supplies) and monetary benefits (e.g. payroll and overtime).
  • Process, coordinate, and adjust payroll, timekeeping, and leave requests for department commander’s approval and signature.
  • Access, secure, and monitor restricted, sensitive, and confidential records or information (e.g. records involving personnel, payroll, medical, performance, disciplinary information, etc.).
  • Assist a department commander by following up on the status of time-sensitive items within the department.
  • Take and transcribe dictation verbally or from electronic sources; take minutes and record and report meetings or proceedings.
  • Prepare and distribute outgoing electronic mail and correspondence on behalf of a department commander; as authorized, may utilize an electronic signature or stamp for a department commander.
  • Supervise, guide, train, and review the work of administrative/clerical staff to ensure accuracy, completion, timeliness, and corrective action.
  • Meet with staff members or members of the public on behalf of a department commander or other professional staff.
  • Perform other related duties as required.

Knowledge, Skills & Abilities

  • Knowledge of policies, procedures, and rules of the assigned department function or operation.
  • Knowledge of processing administrative and secretarial procedures such as word processing, file and record maintenance, transcription, and other related procedures.
  • Knowledge of the structure and content of the English language including vocabulary, spelling, and composition and grammar rules.
  • Skill in the use of computers, computer related software or programs, local networks, databases, and internet search engines.
  • Skill in communication and effective writing.
  • Ability to transcribe documents and information from different sources.
  • Ability to handle restricted, sensitive, and confidential information.
  • Ability to serve the public and represent the Sheriff’s Office with courtesy and professionalism.
  • Ability to effectively lead or supervise lower-level administrative/clerical staff.

Minimum Education & Experience

  • A high school diploma or possession of a GED certificate.
  • Five years of administrative/secretarial experience.

OR

  • A high school diploma or possession of a GED certificate.
  • Successful completion of a secretarial, business and office technology, or office professional training program.
  • Four year administrative/secretarial experience.

OR

  • An associate's degree from an accredited institution of higher education.
  • Three years of administrative/secretarial experience.

OR

  • A bachelor’s degree from an accredited institution of higher education.
  • Two years of administrative/secretarial experience.

Required Pre-Employment Testing

  • A passing score on pre-employment testing.
  • 40 net words per minute on a typing test; or 133 gross keystrokes per minute with 90% accuracy on a data entry test.

Additional Job Requirements

  • Attendance at the specified Sheriff's Office work location is required.
  • Depending on assignment, employees may be required to possess a valid Florida Driver License at time of employment. Driving history will be thoroughly reviewed and may be grounds for disqualification.
  • No visible tattoos on face. Tattoos on hands, neck, or arms must be covered with white, black, or neutral colored covering.
  • No illegal drug sale within lifetime.
  • No illegal drug use within the past 36 months. No marijuana use within the last 12 months.
  • No felony convictions within lifetime.
  • No misdemeanor convictions involving perjury, false statement, or domestic violence within lifetime.
  • No dishonorable discharge from any branch of the United States Armed Forces, the United States Coast Guard, National Guard, or Reserve Forces.
  • Successful completion of a background investigation including criminal, reference, employment, and neighborhood checks; polygraph; medical evaluation; and drug screening.

General Benefit Information

Benefits include but are not limited to:

  • Medical, Dental, Vision, and Life Insurance coverage
  • Florida Retirement System and Deferred Compensation
  • Paid time off including sick, vacation, and holiday time
  • Employee Assistance Program
  • Short and Long Term Disability Insurance
  • Employee incentives for educational degrees and bilingual (Spanish) abilities
  • Tuition reimbursement
  • Paid training