Martin County

About Martin County

Administrative Specialist II (General Services) SUMMARY Under specific direction, performs skilled office and clerical work for a major function. Work requires a basic knowledge of the office operation and includes significant internal and external high level contacts. Emphasis is placed upon dealing with highly political, confidential and diplomatic matters requiring extreme tact and poise. This class differs from Administrative Specialist I in that confidentiality and the application of complex, technical or specialized subject matter is required and the consequence of error may result in considerable adverse impact to the County. May supervise clerical staff. ESSENTIAL DUTIES / RESPONSIBILITES (Note: The listed duties are illustrative only and are not intended to describe each and every function which may be performed in the job class. The omission of specific statements does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position.) Relieves supervisor of administrative details by advising employees and the public on policy, procedures, rules and regulations and explaining, interpreting, and enforcing it. Prepares special reports; assembling budget data; and serves as liaison with County departments and divisions, professional groups, individuals and the public regarding matters pertaining to programs or operations of the division or office. Establishes and maintains a comprehensive filing system including office correspondence, confidential documents, reports and other material; retrieves and summarizes information in files for supervisor. Serves as recording secretary at conferences and boards, council or commission meetings, taking official minutes; furnishes detailed information concerning agenda items to officials; and prepares minutes in final form for distribution. Researches files and legal and technical documents to obtain selective data relevant to a specific question or problem. Reviews source materials for articles, manuals, confidential findings or speeches and assists the supervisor in preparing the material or legal package in final form. Reviews incoming mail; determines which can be handled personally and forwards remainder to supervisor or appropriate staff members. Composes and signs replies to inquiries not requiring the supervisor's attention. Researches and attaches pertinent information to incoming mail. May serve as records manager for the section, ensuring records are retained for appropriate length of time and appropriate disposal of records. Makes arrangements for travel, meetings, and conferences. Informs participants of topics to be discussed and may provide background information. Attends meetings or conferences to take notes or is briefed on meetings in order to know what commitments were made and what developments have occurred. Composes detailed or summary accounts of conferences or meetings. Prepares travel request forms and travel expense reports. Keeps supervisor's calendar, establishes priorities at own discretion, and sets up and shifts appointments. Informs supervisor of upcoming appointments. Receives incoming telephone calls and visitors; ascertains the identity of the caller and the nature of the call and personally handles the matter, refers caller to proper personnel or arranges an appointment with supervisor. Types correspondence, minutes, forms, reports, presentations, agendas, new releases, budget transfers, tables, graphs, newspaper ads and confidential, legal, technical and/or statistical material from copy, rough draft, verbal instructions, dictation, transcribing machine or own knowledge. Ensures the security of the legal and confidential documents. Checks and processes time sheets, reviewing sick leave, annual leave and overtime availability and usage. Maintains confidentiality and processes all actions relative to staff personnel; such as, status changes, evaluations, and reprimands. Fills out paperwork for worker's compensation injuries, accident reports, and performance evaluations. Answers employees questions on benefits, rules and regulations. May monitor and reconcile budget expenditures, contract and line item budget transfers; keeps project ledger books and budget files up-to-date; and assists in preparation of annual budget. Audits bills and approves for payment. Operates a typewriter, computer, transcribing machine, copy machine, and fax in performance of duties. May supervise or assign work to subordinate personnel. May prepare or provide input into the preparation of performance evaluations. Other duties as required. KNOWLEDGE, SKILLS AND ABILITIES (Note: The knowledge, skills, and abilities identified in this class specification represent those needed to perform the duties of this class. Additional knowledge, skills and abilities may be applicable for individual positions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.) Knowledge of modern office practices, procedures, and equipment. Knowledge of advanced secretarial practices and techniques. Knowledge of business math, business English and spelling. Knowledge of telephone etiquette. Knowledge of computer hardware and software, including word processing, data processing software, and the Internet. Skill in operating office equipment. Ability to maintain files alphabetically, numerically, and categorically. Ability to maintain records and logs; assemble data and prepare standard forms. Ability to make arithmetic computations accurately and with reasonable speed. Ability to communicate clearly and effectively both orally and in writing. Ability to maintain confidentiality. Ability to use independent judgment in interpreting and enforcing policies and procedures. Ability to use discretion and judgment in carrying out administrative details. Ability to deal with internal and external high level contacts with tact and diplomacy. Ability to work independently. Ability to establish and maintain effective working relationships. May require supervisory ability. EDUCATION AND EXPERIENCE Three (3) years of general clerical experience, PLUS two (2) years of responsible, independent secretarial work that includes experience with word processing software. Additional qualifying education and/or experience which provides the necessary knowledge, skills and abilities may be substituted one for the other on a year for year basis. CERTIFICATES, LICENSES, REGISTRATIONS Must possess a valid Florida Driver's License PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Acceptable eyesight (with or without correction) Acceptable hearing (with or without correction) Ability to sit for long periods of time Requires manual dexterity sufficient to operate a keyboard, calculator, telephone, copier, and other related office equipment as necessary. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed primarily indoors. Involves frequent interaction with people. NOTE: Within the Health & Human Services Division, incumbent is responsible for direct observation of urine sample provided by Program clients for drug testing performed by the HHS laboratory and check-in for drug testing clients and responsible for cash handling for drug testing services and receipt preparation for cash/credit card transactions. The ability to handle cash, accurately make change, maintain receipts for payment for direct services performed by Program staff and the ability to observe individuals providing samples for drug testing to ensure an accurate/genuine sample is provided are additional Knowledge, Skills and Abilities required for the position. Location: 2555 SE Avenger Circle; Stuart, FL 34996 Work Schedule: Monday – Friday 7:00am – 4:00pm Rate of Pay: $15.23 per hour

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