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Administrative Specialist I

  • Job Code: W0200
  • Pay Grade:WJ
  • Pay Scale:$17.25-$31.14 Hourly; $35,880.00-$64,771.20 Annually
  • Exempt:No

Overview

Perform various complex administrative/secretarial duties under general supervision supporting a division commander and other professional staff of a large division. May supervise subordinate administrative/clerical staff.

Duties & Responsibilities

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

  • Perform various complex administrative, secretarial, and confidential functions supporting a division commander and other professional staff.
  • Compose, proofread, and edit various documents (e.g., correspondence, memos, spreadsheets, minutes, logs, reports) in final form for approval or signature of the division commander.
  • Review and distribute detailed incoming and outgoing mail, electronic mail, correspondence, and statements.
  • Schedule, coordinate, and prepare meetings, appointments, and conferences.
  • Access and secure restricted, sensitive, and confidential records or information.
  • Research and respond to requests for information and assistance, determine priority status, and refer to a division commander or other professional staff as needed.
  • Plan, organize, and coordinate area wide activities required by a division commander and other professional staff.
  • Take and transcribe dictation verbally or from electronic sources and take department meeting minutes for the division commander.
  • Provide guidance and training and review the work of others to ensure accuracy, completion, and timeliness.
  • Supervise lower-level administrative/clerical staff.
  • Perform other related duties as required.

Knowledge, Skills & Abilities

  • Knowledge of procedures, policies, and rules of assigned division.
  • Knowledge of processing administrative and secretarial procedures such as word processing, file and records 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 to perform complex administrative, secretarial, and confidential duties to assist a division commander or other professional staff.
  • Skill in the use of computers, computer related software or programs, local networks, databases, and internet search engines.
  • Skill in both 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.
  • Four 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.
  • Three years of administrative/secretarial experience.
OR
  • An associate'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