Administrative Assistant III (DPW)

Administrative Assistant III

The Administrative Assistant III performs highly responsible administrative work, including responsibility as staff assistant to the Public Works Director. Supervisory position directing and overseeing the work of the Customer Service Specialist. The incumbent's duties involve considerable public contact and require the exercise of independent judgment, confidentiality, tact, and diplomacy when interacting with officials, the public, and staff. Additional responsibilities include complex tasks involving coordination of the department's projects / activities, record keeping, administrative detail, special projects, research, follow up functions, frequent communication with all levels of County government and external agencies.

The following statements describe the principal functions of this job and its scope of responsibility but shall not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including working in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload.

• Acts as administrative assistant to the Public Works Director. Provides assistance and information. Coordinates the collection and / or distribution of information pertaining to the Public Works Department. Refers callers / visitors to other departments as appropriate.
• Supervises the planning, prioritizing, assigning, training, reviewing, and evaluating work of a Customer Service Specialist, Oversees day-to-day activities, approves timesheets and schedules annual leave requests. Councils with and evaluates the performance of the Customer Service Specialist; and takes disciplinary actions when necessary.
• Secures details of specialized information, coordinating office work and providing information regarding the services and operation of the unit.
• Distributes work assignments to management team in the absence of the Director.
• Reviews the work of staff for completeness and accuracy before submittal to the Director, evaluates and makes recommendations, offers advice and assistance as needed.
• Plans, directs, and oversees the resolution of routine customer complaints and problems in accordance with procedures. Resolves complex problems, in accordance with policies, which are escalated to the Director's level.
• Keeps the Public Works Director appointment calendar and schedules appointments. Advises Director of important meetings.
• Receives, screens, and prioritizes calls and refers callers to appropriate employees. Advises Director of time sensitive requests.
• Takes notes and minutes of conferences, meetings, and functions as required. Schedule, coordinate, and assist with virtual meetings.
• Coordinates special projects as required or directed by the Director.
• Provides training; develops standard operating procedures for administrative duties.
• Compiles data, prepares or coordinates the preparation of reports, and ensures timely submission of required reports. Communicates with and assists department managers when necessary.
• Creates memorandums, letters, forms, and PowerPoint presentations. Prepares legal requests for legal sufficiency. Sets up and maintains specialized office files. Files letters, reports, and related technical information in the prescribed manner. Assembles information for other use.
• Performs research and retrieval of records. Conducts statistical comparisons of information. Assists in the preparation and maintenance of department records.
• Responsible for coordinating lunch and break schedules to assure the availability of staff to assist patrons and attend to telephone calls in the lobby area.
• Ensures uninterrupted lobby coverage for all staff to receive and assist patrons.
• Prepares, oversees, tracks, and processes Public Records Requests. Responds to requests for information.
• Creates agenda items for County Commission meetings. Tracks the review and approval process of all Public Works Department agenda items to ensure the approval process deadline is met. Prepares agenda packet for Director.
• Assists with meeting setup and assist patrons with Public Works Department programs as needed.

County employees are required to report for work during a state of emergency and are subject to recall around the clock for emergency response operations which may include duties other than those specified in this job description.

Minimum Qualifications :

Licenses, Certifications, or Registrations :

Required Competencies :

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Hernando County Board of County Commissioners (BOCC) is an Equal Opportunity Employer and does not discriminate on the basis of sex, race, color, religion, gender, orientation, national origin, age, marital status, veteran status, genetic information, pregnancy, disability, or any other protected characteristic as defined by law. Hernando County is a Drug-Free workplace. All employees are subject to drug testing in accordance with Federal and Florida State Law. Applicants requiring reasonable accommodations as defined by the Americans with Disabilities Act, must provide notification to the BOCC in advance to allow sufficient time to provide an accommodation.