ADMINISTRATIVE SPECIALIST II

Description

Performs a variety of highly responsible and complex administrative, secretarial, accounting and clerical work to maintain efficient and effective office operations. May supervise and review the work of subordinate clerical personnel as assigned.

Examples of Duties

• Answers the telephone; provides information as requested and/or forwards calls to appropriate staff person; takes messages as needed.
• Greets and assists office visitors.
• Receives and responds to inquiries, requests for assistance and/or complaints from County employees, outside agencies and the public.
• Manages department personnel functions, including but not limited to processing payroll, tracking time worked/leave taken, preparing job position requests and employee status transmittals, maintains employee records, etc.
• Composes, types, prepares, processes, files, copies and/or transmits a variety of documents, which may include correspondence, notices, reports, daily reports, technical reports, personnel forms, agendas, meeting minutes, contracts, budget documents, vouchers, work orders, maintenance requests, certificates, permit applications, license applications, charts, spreadsheets, various forms, memos, reports required by regulatory agencies and the County, manuals, logs, lists, etc.
• Performs a variety of routine to complex administrative duties in support of Department activities, which may include but are not limited to taking and transcribing dictation, taking and transcribing meeting minutes, scheduling appointments, maintaining calendars, composing/preparing correspondence for supervisor’s signature, compiling and researching information and data for reports, making travel arrangements, establishing and maintaining filing systems, maintaining Department computer operations, scheduling use of facilities, maintaining confidential employee records, overseeing Department procurement activities, maintaining inventory of equipment and supplies, maintaining insurance on vehicles/equipment, etc.
• Performs a variety of routine clerical duties as required, which may include but are not limited to copying and filing documents, retrieving archived documents, sending and receiving faxes, entering computer data, processing daily mail, maintaining employee/volunteer time records, processing payroll, ordering office supplies, preparing labels, etc.
• May perform routine bookkeeping/accounting work as required, including assisting with budget preparation, processing and/or preparing invoices, processing requests for payment, preparing cost estimates, balancing statements, maintaining various accounts, maintaining petty cash, preparing requisitions, budget transfers, check requests, travel vouchers, bank deposits, collecting and receipting various payments, etc.
• May supervise and evaluate work of subordinate clerical personnel as assigned.
• Assists in coordinating office activities with those of other County departments, outside agencies and others as required.
• Assists with the planning and coordination of specific Department functions and activities as required.
• Runs errands as needed.
• Completes special projects as assigned.
• Performs duties of other clerical personnel as required in their absence.
• May notarize documents as needed.
• Interacts and communicates with various groups and individuals such as the immediate supervisor, co-workers, County personnel, Board/committee members, various outside agencies and professionals, vendors, and the general public.
• Operates a variety of equipment, which may include a vehicle, computer, typewriter, fax machine, copier, recording equipment, telephone, two-way radio, calculator, postage meter, audio-visual equipment, printer, scanner, etc.
• Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness.
• Provides adequate notice to higher management with respect to vacation time and leave request.
• Performs related duties as required.

Department Specific Duties:

• Processes invoices which includes data entry within the Asset Essential program, while completing all necessary background data filling to ensure budget balancing and payment processing.
• Processes leave status reports, daily reports and personnel forms. Processes new employee onboarding requirements. Assembles ongoing reporting requirements for regulatory agencies, to include Goffinsville Nassau River, American Beach Stewardship Reports, geese permits, local MSBU maintenance agreements.
• Maintains all logs and data fillings for purchase orders, inhouse purchase orders and up-load to Asset Essentials.
• Monitors and updates all cost centers within Asset Essentials.
• Monitors accounts with TDC for proper billing of all beach services.
• Prepares memos and correspondence for administration supervisors and managers as needed.
• Monitors annual personnel budgets, preparing budget transfers, cost estimates and check requests for approval.
• Acts as official departments notary.
• Coordinates with sports associations for quarterly meeting, materials for athletic complexes, insurance requirements, field schedules and lighting schedules.

(These essential functions are not a complete statement of all duties required of the job. Employees will be required to perform such other related job duties as may be assigned or required.)

Typical Qualifications

Requires a high school diploma or GED equivalent supplemented by six (6) or more years of responsible secretarial or administrative work experience or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. May require a valid State Driver’s License.

Supplemental Information

• Knowledge of the methods, policies and procedures of the Department and County as they pertain to the performance duties of the Administrative Specialist II.
• Knowledge of the laws, ordinances, standards and regulations pertaining to the specific duties and responsibilities of the position.
• Knowledge of the organization of the County and of related departments and agencies.
• Ability to comprehend, interpret and apply regulations, procedures and related information.
• Skilled in secretarial, bookkeeping, administrative and clerical skills.
• Knowledge of modern office practices and technology.
• Knowledge of proper English usage, punctuation and spelling and grammar.
• Ability to perform required mathematical calculations. Ability to type accurately at a rate sufficient for the successful performance of assigned duties.
• Ability to operate and maintain a variety of office equipment as necessary in the performance of daily activities.
• Skilled in applying a responsible attention to detail as necessary in preparing reports and correspondence.
• Ability to assemble and analyze information and prepare reports and records in a concise, clear and effective manner.
• Ability to use a computer for word and data processing.
• Ability to read and interpret complex materials pertaining to the responsibilities of the job.
• Ability to maintain confidentiality as required.
• Ability to take the initiative to complete the duties of the position without the need of direct supervision.
• Ability to compile, organize and utilize various financial information necessary in the preparation of the departmental budget and knowledge of how to prepare and monitor the budget.
• Ability to use independent judgment in performing routine and non-routine tasks.
• Ability to plan, organize and prioritize daily assignments and work activities.
• Ability to offer training and assistance to co-workers and employees of other departments as required.
• Ability to learn and utilize new skills and information to improve job performance and efficiency.
• Ability to effectively supervise and evaluate the work of subordinate clerical personnel as assigned.
• Ability to perform duties in a courteous manner and with the utmost integrity in the best interest of the public.
• Ability to work under stressful conditions as required.
• Ability to react calmly and quickly in emergency situations.

ESSENTIAL PHYSICAL SKILLS:

• Tasks require extended periods of time at a keyboard or work station.

• Stooping
• Kneeling
• Bending
• Working with hands and fingers
• Crouching
• Reaching
• Standing
• Walking
• Lifting and carrying up to 10 lbs.
• Pushing and pulling

(Reasonable accommodations will be made for otherwise qualified individuals with a disability)

WORK ENVIRONMENT:

• Works inside in an office environment.

ADDITIONAL INFORMATION:

Incomplete applications will not be considered. Applications will continue to be received until the listed closing date or the position is filled, whichever is earliest. Submission of an application does not guarantee the applicant an interview. Applicants will be subject to a criminal background check.

Nassau County is an Equal Opportunity Employer and a Drug Free Workplace. Nassau County values the service veterans and their family members have given to our country and that the County supports the hiring of returning service members, military spouses, and their family members as such this position is eligible for Veterans’ Preference in accordance with applicable laws.

The information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, environmental conditions, or qualifications required of employees assigned to this position. This position may be required to work in a safety sensitive capacity at any time based on emergency declaration or other operational need. Nassau County reserves the right to edit or re-write this job description at any time.

An organization is only as good as the people it employs. To attract and retain the best team possible, the Nassau County Board of County Commissioners offers a competitive benefit program. We believe that if we expect our employees to support the County, we must first support the health and financial well-being of our employees and their families, now and as they plan for their future.

BOCC-Contributed Benefits

• Medical & Prescription Drugs Benefits
• Health Savings Account (HSA) Contributions with a Qualified Plan
• Florida Retirement System
• Employee Assistance Program
• Tuition Assistance Program

Optional Benefits

• Dental
• Vision
• Life & AD&D
• Supplemental & Dependent Life & AD&D Insurance
• Long Term Disability
• Voluntary Benefits Offered By Aflac and/or Colonial
• 457(b) Deferred Compensation Program
• Roth IRA

NOTE: For detailed information regarding available benefits click here.

FLORIDA RETIREMENT SYSTEM (FRS) The Florida Retirement System is a retirement plan designed to provide an income to a vested employee and his/her family when the employee retires, becomes partially or totally disabled, or dies prior to retirement. A defined benefit or defined contribution option may be chosen by the employee. Employees are required to contribute 3% of their salary per Florida Statute.

TUITION ASSISTANCE PROGRAM The County may provide tuition assistance to cover the cost of tuition and books to County employees requesting tuition reimbursement for courses at an accredited college or university which are applicable to the employee's field of work and/or are of such nature to directly prepare employees for positions of greater responsibility within the County. Contact the Human Resources Office for additional details.

HOLIDAYS The following, as well as any other days the BOCC may declare, are designated as official holidays for County Employees:

New Year's Day
Martin Luther King, Jr. Day
Presidents Day
Good Friday
Memorial Day
Juneteenth
Independence Day
Labor Day
Veterans Day
Thanksgiving Day
The Day After Thanksgiving
Christmas Eve
Christmas Day

PTO LEAVE All full-time employees shall accrue Paid Time Off (PTO) Leave in accordance with the following formula:

Years of Employment Hours Per Year
0 through the end of the 4th year 180
5 years through the end of the 10th year 200
11 years through the end of the 15th year 220
16 years and over 240

For additional information please view Nassau County's Policies & Procedures .

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• Nassau County

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