Administrative Specialist III

Recruitment #1702-ADSPC3GENN-001

Introduction

WHY JOIN US

Hillsborough County Government provides employees with careers that are both professionally and personally rewarding. With a wide range of independent agencies to choose from, the opportunities within Hillsborough County Government are endless! You are not just an employee within the government, you are an ambassador and business partner making a huge impact within our community that helps shape our future.

WHY WE EXIST

Our mission is to provide effective quality service at a reasonable cost with courtesy, integrity and accountability in a manner that protects and enhances the quality of life of our diverse population.

WHAT MATTERS MOST

Hillsborough County Government is guided by our shared values that help us deliver on the promise of effective quality service. We expect and demonstrate:

  • Customer Commitment: Proactively seeks to understand the needs of our customers and provide the highest standards of service.
  • Dedication to Professionalism and Integrity: Demonstrates and promotes fair, honest, professional and ethical behaviors that establishes trust throughout the organization and with the public we serve.
  • Organizational Excellence: Takes ownership for excellence through one's personal effectiveness and dedication to the continuous improvement of our operations.
  • Success through Teamwork: Collaborates and builds partnerships through trust and the open exchange of diverse ideas and perspectives to achieve organizational goals.

IDEAL CANDIDATE PROFILE

  • 3-5 years experience in support of Department Director and/or Vice President level or higher  
  • Superior organizational skills   
  • Excellent spelling and grammar skills  
  • Flexibility in prioritizing and re-prioritizing daily tasks and assignments    
  • Ability to maintain calm and level headed disposition in high-stress environment

JOB OVERVIEW

The Administrative Specialist III position provides complex administrative support to the Director of Health Care Services, and the Department's executive management team and the department staff as a whole. The position performs all administrative support functions including but not limited to all department personnel matters including training coordination and support, department orientations, payroll reconcilliation, payroll, Worker's Compensation applications, FMLA assistance and a host of other complicated personnel related functions for the department's employees. Please see attached JCQ for additional details regarding the responsibilities of the admininstrative specialist iii position for the health care services department.

MINIMUM QUALIFICATIONS

A Bachelor's degree; and
Three years of administrative/secretarial experience.

Or
An equivalent combination of education, training and experience that would reasonably be expected to provide the job-specific competencies noted below.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Physical Demands: 

This position takes place in an office environment.  Candidate will be required to sit for an extended period of time.

Working Conditions:

The working atmosphere may be fast-paced and require the ability to transition between many projects.

JOB SPECIFIC COMPETENCIES

  • Knowledge of policies, procedures, precedents, regulations, executive orders, and rules of assigned department or agency.
  • Knowledge of executive administration, such as word processing, managing files and records, transcription, designing forms and other related procedures.
  • Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar.
  • Knowledge of principles and processes for providing customer service, such as assessing customer needs, meeting quality standards for service, and evaluating customer satisfaction.
  • Knowledge of the access, storage, destruction and release of restricted, sensitive and confidential information, and applicable guidelines.
  • Skill in communication and effective writing.
  • Skill in managing one’s own time and the time of others.
  • Skill in using logic and reasoning to identify complex problems and evaluate and implement alternative solutions, conclusions or approaches.
  • Ability to use discretion and independent judgment in evaluating information.
  • Ability to transcribe documents and information from different sources.
  • Ability to serve the public and represent the department director or agency head with courtesy and professionalism.
  • Ability to effectively lead or supervise lower level administrative/clerical and administrative/secretary staff.

REPRESENTATIVE 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 one or more of the activities described below.

  • Independently performs a wide variety of paraprofessional administrative, secretarial and confidential functions and duties supporting a director or agency head.
  • Manages and closely monitors director’s or agency head’s calendar; schedules and coordinates appointments, conferences and itineraries; makes travel and lodging arrangements; completes travel reimbursement documentation.
  • Initiates and schedules tentative appointments for director or agency head; reserves venue, coordinates attendees; assembles handout materials, slideshow presentations and equipment.
  • Reviews outgoing correspondence for internal consistency and proper conformance with administrative policies, approvals and signatures, as well as formatting, grammatical construction and typographical errors.
  • Initiates and composes agendas, minutes, correspondence, memos, spreadsheets, logs, invoices, and reports in final form, for approval or signature of director or agency head.
  • Interprets, recommends and implements improvements to administrative policies and internal workflow procedures.
  • Independently determines for the director or agency head, priority status and special attention to important matters received or observed, such as incoming postal mail, electronic mail, correspondence, statements, face-to-face customers, phone calls and internal staff actions.
  • In the director or agency head’s absence, ensures that requests for action or information are completed or referred to appropriate staff member or area of responsibility; determines whether director or agency head should be notified of high-priority or emergent matters.
  • Makes recommendations and advises director or agency head on budgetary matters concerning office expenditures, such as equipment and supplies and monetary benefits, such as payroll, salary, and overtime.
    Independently processes, coordinates and adjusts payroll, timekeeping, schedules and leave requests for department or agency.
  • Accesses, secures and monitors restricted, sensitive and confidential records or information to include but not limited to records involving- personnel, payroll, medical, performance or disciplinary.
  • May prepare and distribute outgoing electronic mail and correspondence on behalf of director or agency head; as authorized, may utilize an electronic signature or stamp for director or agency head.
  • May provide supervision, guidance, training, and review the work of subordinate administrative/clerical and administrative/secretarial staff to ensure accuracy, completion, timeliness and corrective action, as needed.
  • May serve as representative and liaison for director or agency head by disseminating directives, instructions, assignments and following-up on the status of time sensitive items within the department or agency.
  • May meet with customers, special interest groups, high-ranking officials, unions and others on behalf of director or agency head; or other professional staff, committee, council or board members.
  • May take and transcribe dictation verbally or from electronic sources; may take minutes, record and report meetings or proceedings for the director or agency head.
    Performs other related duties as required.

This classification description is not intended to be, nor should it be construed as an all inclusive list of the duties associated with a particular position. Management may require incumbents to perform job duties other than those contained in this document at any time.

Conclusion

WHAT'S IN IT FOR YOU

We offer much more than the competitive pay you expect. We value our employees and Hillsborough County Government is committed to providing a comprehensive and competitive benefits package. And because we understand that no two people are exactly alike, you can choose what best suits the needs of you and your family.

  • Health Plan: The County pays towards health insurance premiums for all employees. Employees can select from three health care plan options. Coverage is effective the first of the month following 60 days of employment.
  • Dental Insurance: Employees are eligible to enroll in the dental coverage and choose from four options: High DMO, Low DMO, a network Open Access Plan, and a PPO. Coverage is effective the first of the month following 30 days of employment.
  • Vision Care: Employees and their dependents are eligible to enroll in the vision coverage. Co-payment coverage includes exams, lens and frame, as well as an allowable contact lens expense. Coverage is effective the first of the month following 30 days of employment.
  • Employee Assistance Program: This program provides all employees and family members with professional, confidential counseling sessions. All employees and dependents are afforded up to six (6) free visits per Plan year. Coverage begins on the first day of employment.
  • Tuition Reimbursement: Employees may be reimbursed up to $1,000 (undergraduate), $2000 (graduate) per fiscal year for classes at an accredited college or university for courses that enhance your ability to perform your current job duties.
  • Holidays: Employees receive up to 12 paid holidays per year.

Visit our Employee Benefits page for more exciting details.

Veteran’s Preference:

Do you qualify for Veteran's Preference? Preference will only be entitled upon initial appointment for eligible veterans and eligible spouses of veterans. Documentation that clearly shows dates of service, campaign awards or medals received, and character of discharge (DD-214 Member-4 or Service-2 copy) to support entitlement to preference must be provided at the time of application.

Equal Opportunity Employer:

Hillsborough County Government provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Hillsborough County Government complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Hillsborough County welcomes and encourages applications from minorities, veterans, and persons with physical and mental disabilities, and will reasonably accommodate the needs of those persons in the application and testing process. The decision on granting reasonable accommodation requests will be on a case-by-case basis.

Hillsborough County Government expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Hillsborough County Government’s employees to perform their job duties may result in discipline up to and including discharge

Hillsborough County is a drug free workplace.

Response/Recovery Activities:

Employees may be required to participate in response/recovery activities in response to a major emergency or natural disasters affecting County operations. In such situations, every effort will be made to maintain operations, but employees may be assigned to carry out response activities suited to their skills and capabilities. *MON*