EXECUTIVE SECRETARY
Hillsborough County, FL - Tampa, FL

This job posting is no longer available on Hillsborough County, FL. Find similar jobs: Executive Secretary jobs - Hillsborough County jobs

Performs clerical, secretarial and administrative duties in support of a senior manager.

MAJOR DUTIES

Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform some or all of the activities described below.

Types correspondence, articles, reports, manuals, and minutes of meetings, conferences and other official functions. May take and transcribe notes and prepare verbatim transcripts as required.

Coordinates the distribution of incoming and outgoing mail. Reviews incoming correspondence, assembles material for use by supervisor.

Composes, types, and distributes meeting notes, correspondence, and reports which may include accounting statements for supervisor's and department head's signature.

Answers inquiries requiring interpretation of organization practices and procedures.

Compiles information through research of legal, fiscal or other specialized documents and records using office technology resources.

May process payment information through a computerized accounting system.

Establishes and maintains paper and electronic departmental files and records; may maintain fiscal/accounting records.

Compiles agendas and schedules and makes arrangements for meetings; makes appointments, and maintains appointment calendar.

Operates electronic mail systems and coordinate the flow of information both internally and with other organizations.

Coordinates work flow and may supervise the work of temporary or lower level clerical and support staff.

May process and maintain personnel related documents and records, such as timesheets, procurement and payroll records; may approve and sign requisitions, vouchers and other documents for and in the absence of supervisor.

May handle and/or have limited access to departmental records and information of a confidential and/or sensitive nature.

Operates various general office machines such as fax machines, copiers, scanners, and phone systems.

Performs basic and moderately complex clerical computer operations using word processing, spreadsheet, database management, and other applications.

Performs other related duties as required.

KNOWLEDGE, SKILLS, & ABILITIES

Considerable knowledge of procedures, functions, and specialized terminology of department or agency to which assigned.

Considerable knowledge of office practices, procedures, equipment and materials.

Considerable knowledge of English grammar, punctuation and spelling.

Considerable knowledge of frequently used office computer technology including; Windows, Internet and Office software applications.

Some knowledge of computerized accounting systems.

Skill in operating a computer utilizing word processor, spreadsheet, database and electronic mail applications.

Ability to type.

Ability to take and transcribe notes, rapidly and accurately.

Ability to compose routine correspondence and memoranda.

Ability to prepare complete and accurate accounting reports and statements.

Ability to supervise work of other office employees.

Ability to handle confidential information.

Ability to establish and maintain effective working relations with co-workers and other employees.

Ability to deal tactfully with the public.

MINIMUM QUALIFICATIONS

Note: Minimum Qualifications MUST be attained before the recruitment ending date.

Graduation from high school or possession of a GED Certificate; and

Two years of secretarial experience; and

A passing score on a written test; and

50 net words per minute on a typing test.

OR

Associate's degree with a major in office administration; and

One year of secretarial experience; and

A passing score on a written test; and

50 net words per minute on a typing test.

OR

Graduation from high school or possession of a GED Certificate; and

Successful completion of an accredited secretarial or business and office technology training program; and

One year of secretarial experience; and

A passing score on a written test; and 50 net words per minute on a typing test.

APPOINTING AUTHORITY MAY REQUIRE

Possession of a valid Driver License.

Conclusion

VETERANS' PREFERENCE : Preference will ONLY be entitled upon initial appointment for eligible veterans and eligible spouses of veterans. Documentation to support entitlement to preference MUST be provided at the time of application.

DRUG-FREE WORK PLACE : The employers of Hillsborough County have implemented a drug-free workplace and all offers of employment are conditioned on job applicants successfully passing a drug test.

NOTE : Depending on the agency of employment, individuals hired may be required to review Hillsborough County driving eligibility criteria and acknowledge their understanding of its provisions.

NOTE : Employees are required to participate in the response/recovery activities related to emergencies/disasters affecting the County. They are required to work in their normal job duties or other activities within their skills and capabilities. Proper compensation will be made in accordance with existing rules and procedures.

EXAMINATION : Examination may be administered at the time of application, depending on qualifications. Test information is available at the Reception Branch, Hillsborough County Civil Service Office. This information must be obtained in person and it is the applicant's responsibility to obtain it, if desired.

Hillsborough County, FL - 23 months ago - save job