Administrative Assistant (Facilities Management Division) Job at Broward County Board of County Commissioners
Broward County Board of County Commissioners Fort Lauderdale, FL 33301
REQUIREMENTS AND PREFERENCES
The Broward County Board of County Commissioners is seeking qualified candidates for the position: Administrative Assistant.
Announcement is open until a sufficient number of applications are received and may close at any time.
This position performs field and office work assisting building managers, skilled trade supervisors and administrative superiors in the management of large and complex County-operated buildings. Employee responds to tenant complaints, contacts tenants to investigate complaints and determines corrective action needed; completes necessary records, explains procedures, and determines physical condition of property; conducts follow-up visits to assure compliance with recommendations for corrective action, and creates necessary work orders, inspection reports and emails. Employee periodically inspects services provided through contractors, notes deficiencies in service and reports to supervisor; creates necessary notice of noncompliance forms, inspection reports and emails; maintains service contract files in accordance with County regulations. Assists in planning and implementing projects and work methods; estimates time and materials required for proposed jobs and determines specifications; acts as liaison with contractors and receives proposals; creates and submits requisitions; keeps records and project status reports. and utilizes PeopleSoft, Adobe, and MS Excel, Outlook and Word to complete assigned work.
General Description
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.
Special Certifications and Licenses
This position is required to drive on County business. A valid Florida Driver's License is required to perform this job.
Preferences
- Associate's or Bachelor's Degree in Business Administration or closely related field.
- Certified Agency Buyer (CAB).
- Professional Administrative Certification.
- Facility management-related certification.
- Microsoft certification.
- 1+ year of advanced experience with PeopleSoft software (must be beyond required County training).
- 1+ year of experience with building system and/or Facility Management-related work.
- 1+ year of experience with Maintenance Management software.
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.
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Composes correspondence to include email, memos, letters, applications, notifications, reports, meeting agendas, meeting minutes, Board agenda items and forms.
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Proofreads documentation to identify and correct errors.
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Responds to emails, public records requests, telephone calls and related communications; resolves issues and/or escalates issues as appropriate.
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Composes or assists in the preparation of regularly scheduled reports.
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Creates and maintains a variety of databases and spreadsheets to facilitate preparation of a variety of reports.
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Updates and maintains office policies and procedures.
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Monitors budget expenditures in order to ensure funds are available in appropriate accounts to purchase required supplies, materials, and equipment.
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Reviews financial documentation (i.e.; purchase orders, invoices, deposit slips, forms, cash reports, etc.) to ensure accuracy, performs internal checks and balances; provides documentation for audit purposes.
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Coordinates payroll activities such as ensuring payroll for the assigned area is closed within deadlines.
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Follows-up on a variety of special assignments, projects, and related matters in order to ensure assignments, projects, tasks are completed in a timely manner and/or by established deadline.
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Performs related work 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.
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.
None.
SPECIAL INFORMATION
County Core Competencies
All Broward County employees strive to demonstrate the County's 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. The ADA requires Broward County to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with the Professional Standards/Human Rights Section.
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 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.
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