Job Description
Salary : $33,737.60 - $55,681.60 Annually
Location : Human Services & Community Partnerships - LC Agricultural Center - 615 Paul Russell Rd. Tallahassee, FL
Job Type: Career Service Full Time
Job Number: 091-24
Department: Office of Human Services & Community Partnerships
Division: SOCIAL SERVICE PROGRAMS
Opening Date: 09/21/2024
Closing Date: 9/27/2024 11:59 PM Eastern
Pay Grade: 102
General Description of Duties GENERAL DESCRIPTION OF DUTIES This is highly independent and more varied administrative, secretarial, office support, clerical/ accounting work.
NOTE :
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. The Job Description Questionnaire (JDQ) reflects a more detailed description of the position. Neither the job description nor the JDQ constitutes an employment agreement. Both are subject to change as the needs of the County and requirements of the job change.
ESSENTIAL DUTIES Generic Duties May serve as receptionist: greets, announces, and routes visitors, responding to inquires concerning program services and activities. May maintain supervisor's calendar. May independently make arrangements for conferences and meetings including space, time, and place. May serve as recording secretary at conferences. May sort and distribute mail and various informational materials to staff. May supervise or coordinate the work of volunteers, interns, and/or temporary staff.
Uses a computer to type simple to very complex documents. Uses a computer, copier, and fax machine. Creates and maintains complex program records/files manually or by use of specialized computer software programs.May create, update, and maintain web pages using web front page software.
Provides information regarding programs or program activities. Attends meetings in the absence of supervisor. Prepares and distributes informational handouts and applications/materials as appropriate. Provides program assistance: retrieves requests; inputs data into specialized computer software programs and generates computerized reports as needed; hands out forms for customers to fill-out and insures completeness before forwarding to technical, professional, and paraprofessional staff.
Provides office support: types a variety of simple to highly complex documents for staff; sorts and distributes mail; assembles and distributes materials; independently establishes and maintains complex and typically voluminous filing systems; insures that appropriate documents are filed in appropriate folders and that information is logged in the computer database.
Performs fiscal work: balances receipts (cash and checks daily); prepares daily collection log and deposits; and maintains collection records.
Performs administrative work: assists in budget preparation by gathering data and preparing forms; prepares monthly budgetary status reports; and processes budgetary payment forms and changes.
Assist in program activities: creates and edits forms and documents used by program staff; maintains inventory; insures that office equipment is working properly, arranging for repairs when necessary; provides information concerning program activities and services; inputs program information into a specialized data base; compiles statistics; run program reports; maintains and/or oversees the maintenance of program files; insures that customers completes appropriate forms; processes program documents; logs in and prepares documents, insuring that they are routed for appropriate signatures; maintains logs; and maintains cost accounting system. May collect and verify fees for services provided, enter transactions into the proper accounts, utilizing the appropriate coding to ensure financial tracking. Prepares correspondence for supervisor's signature.
Library Media desk support: Assist patrons in the use of the personal computers, software applications, and Internet computers, including searching, email, downloads, et cetera. Monitors patron use of all computer systems. Troubleshoots and resolves hardware and software problems as they occur and/or instructs patrons so that they can resolve their own problems. Assist patrons in using the online library catalog, placing hold requests, and other online library account features. Refers patrons as needed to Information Professionals or Library Services Specialists. Prints guest passes for public computers.
Assist with interlibrary loan service: Identifies and pulls items from the Main Library's collection to fill interlibrary loan requests. Processes incoming interlibrary materials for library users to borrow. Assists with processing interlibrary items to return to the owning library.
Other duties for Adult Services support: Discards old newspapers as needed. Communicates with vendor for microfilm delivery. Shelves new microfilm arrivals. Monitors public computers and make sure they are functioning properly. Monitors public printers, fills trays with paper. Cleans keyboards, desks and computer screens. Reports IT issues to MIS as needed. Performs other assignments from Coordinator in support of Adult Services. Assist with library-wide projects.
OTHER IMPORTANT OR MARGINAL DUTIES None.
DIFFICULTY Employees in positions assigned to this class perform work tasks that involve general and specific knowledge of office and program functions and activities. Action requires selection from many known alternatives. Work involves different and unrelated processes or methods requiring close concentration. Work flow requires some planning for deadlines with resulting pressure.
RESPONSIBILITY Supervision Received Employee receives general supervision and assumes responsibility. Employee is presumed to know the routine work details and performance standards of the job and to perform the assigned tasks. Employee plans and arranges own work schedule under specified standard practices and refers questionable items to the immediate supervisor.
Supervision of Others Employee in a position assigned to this class is typically non-supervisory. Employee may supervise volunteers, interns, or temporary clerical support staff.
INTERNAL AND EXTERNAL CUSTOMER CONTACT Work involves contacts by telephone, correspondence, or personal meetings with employees in other departments or outside the County to obtain or supply factual information. Work requires tact in these contacts and the employee assumes the responsibility for harmonious relationships.
EQUIPMENT AND TOOLS USED Tools and equipment used include, but may not be limited to computer, fax machine, telephone system, and copier.
WORK ENVIRONMENT AND PHYSICAL DEMANDS Normal office or indoor setting. Work requires some dexterity and speed in the operation of office equipment.
KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of proper formats, grammar and spelling to compose and edit correspondence. Knowledge of standard office machines, procedures and processes.
Knowledge of filing systems. Knowledge of personal software in a Windows environment. Thorough knowledge of program functions and activities. Skill to communicate clearly, effectively, tactfully and patiently in-person, on the phone and in writing to a diverse population. Skill to maintain computerized records. Ability to establish and maintain effective working relationships with others. Ability to maintain a courteous and professional demeanor while interacting with customers. Ability to efficiently organize, prioritize, understand and meet deadlines. Ability to initiate and follow through on assignments with attention to detail. Ability to efficiently and accurately schedule meetings and events. Ability to create, prepare, order and follow through on receipt of graphics/publications ordered within established deadlines.
Ability to work independently.
MINIMUM QUALIFICATIONS Requires a high school diploma or an equivalent and three years of secretarial and/or clerical work experience; or graduation from an accredited community or junior college with an AA degree in business or public administration or a related field and one year of secretarial and/or clerical experience; or an equivalent combination of training and experience.
Necessary Special Requirements: Must be able to type at least 35 correct words per minute.
Ability to take and transcribe dictation may be required for designated positions in this class.
All Leon County employees (regular full-time and part-time, OPS, and PRN) are required to work before, during and after a Declared Local State of Emergency (DLSOE). Participation is considered a condition of employment.
Selection Guidelines: Formal application, rating of education and experience; oral interview and reference check.
FLSA STATUS: Non-Exempt. This job does not meet any of the three exemptions because work is clerical in nature and involve the application of standard practices and procedures.
Revision History: October 10, 1997; July 10, 1998; July 9, 2002; July 19, 2016.
01
What is your highest level of education?
- Less than High School
- High School Diploma or Equivalent.
- Vocational or Technical School.
- Associate's degree.
- Bachelor's degree.
- Master's degree.
- Doctorate.
02
How many years of secretarial and/or clerical work experience do you have?
- No Experience
- 1 Year
- 2 Years
- 3 Years
- 4 Years
- 5 Years or more
Required Question
Job Tags
Full time, Temporary work, Part time, Work experience placement, Relief, Local area, Immediate start,