Salary: $21.55 Hourly
Location : Midway Road, FL
Job Type: Full-Time Non-Exempt
Job Number: 121653
Department: Public Safety and Communications
Division: Public Safety
Opening Date: 10/03/2023
Closing Date: 11/3/2023 5:00 PM Eastern
Job Summary
MAJOR FUNCTION: Responsible and advanced clerical and administrative work assisting the Public Safety Department Director and Assistant Director with coordinating the daily office operations for the Public Safety Department. This position reports to Public Safety Director and/or the Assistant Director.
Essential Job Functions
KNOWLEDGE, SKILLS, AND ABILITIES NEEDED IN ORDER TO PERFOM ESSENTIAL JOB FUNCTIONS:
KNOWLEDGE:
- Knowledge of public safety and public administration with particular reference to office practices and procedures.
- Knowledge of modern office management methods, procedures, and equipment.
- Practical working knowledge of using a personal computer at the intermediate level.
- Intermediate proficiency in MS Word, Outlook, Excel, PowerPoint and Adobe Acrobat.
- Knowledge of grammar, style, business writing and modern formatting standards.
- Knowledge of the policies, procedures, practices, codes, rules, regulations and laws necessary in the performance or performing the essential functions of the duties assigned.
- Knowledge of the proper (accepted) terminology used in the performance of the work assigned.
- Knowledge of the occupational hazards and safety precautions of the work assigned.
SKILLS:
- Skill to assemble data and maintain records.
- Skill in the use and care of equipment, tools, etc. used in performing the essential functions of the job assigned.
- Skill in using time management methods effectively.
ABILITIES:
- Ability to gain considerable knowledge of the function of all Public Safety divisions and County departments, and how they relate to each other.
- Ability to work in a fast-paced environment within an executive-level setting that demands sensitivity to confidential matters.
- Ability to analyze and solve administrative problems and render advice and assistance on each.
- Ability to present oral and written comments and recommendations clearly and concisely.
- Ability to make sound independent judgment on routine matters.
- Ability to maintain good public relations with subordinates, superiors and the public and have a superior customer service attitude.
- Ability to effectively use a personal computer and Microsoft Office or similar office/business software applications, including, spreadsheets, word processing and PowerPoint.
- Ability to proficiently use other office related equipment.
ESSENTIAL JOB FUNCTIONS:
- Acts as the Public Safety Department receptionist including routing department phone calls, greeting visitors, and directing those with appointments.
- Prepares and/or reviews internal and external department correspondence to ensure information is accurate, format is appropriate, and content is grammatically and structurally correct.
- Handles routine inquiries and requests from Commissioners, County staff and the public, providing requested information in an accurate and timely manner.
- Provides administrative support to the Public Safety Department Director, Assistant Director, and/or other assigned staff in the department. This support includes but is not limited to scheduling appointments and meetings, drafting and/or finalizing correspondence, making travel arrangements, obtaining requested information, tracking and following up on issues and projects and processing invoices.
- Processes incoming mail, routes paperwork, and archives documents for public records retention.
- Ensures all purchases are in compliance with County policies and procedures, including but not limited to, signing authority, purchasing card statements, purchase orders, contracts and work authorizations.
- Utilizes the automated agenda preparation system and assists with preparation of the County Commission agenda for regular and special meetings/workshops.
- Assists with maintaining Board and Committee applications and records.
- Assists staff in other Public Safety divisions and County departments with information requests, scheduling of meetings and related assistance.
- Maintains copy machines, supplies, and updates inventory as necessary.
- Performs other related work as required.
EMERGENCY RESONSE/RECOVERY ACTIVITIES: During emergency conditions, all County employees are automatically considered emergency service workers. County employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation and are expected to perform emergency service duties, as assigned. The employee will be required to work before, during, or after an emergency. During an emergency, employees may temporarily be assigned to work and perform duties outside the normal scope of their position, location, and work schedule to fit the needs of the County and its citizens.
ESSENTIAL PHYSICAL SKILLS: Good vision and hearing with or without correction. Use of both hands and fingers with dexterity. Occasional walking and standing is required.
SAFETY EQUIPMENT USED OR NEEDED: Safety vest, work gloves, Personal Protective Equipment (PPE).
Qualifications
EDUCATION: An associate’s (2-year) degree from an accredited college or business school.
EXPERIENCE: At least two years of relevant experience in office management providing clerical and administrative support. A comparable amount of training or experience may be substituted for the minimum qualifications.
LICENSES, CERTIFICATIONS, OR REGISTRATIONS: Completion of ICS 100, 200, 700 and 800 incident management courses. Completion of, or ability to successfully complete, any training programs required by the Federal Emergency Management Agency and/or Florida Division of Emergency Management. Valid Florida’sDriver’s License and must maintain a good driving record.
Additional Information
Pay Grade 17
Driving Position – Operating County vehicles and/or equipment is a primary function of this position.
PRE-EMPLOYMENT SCREENING: This position requires a physical, drug testing, driver’s license verification and level 1 background screening and FDLE fingerprints.
HOLIDAYS (13 days per year)
- New Years Day
- Martin Luther King Jr.’s Birthday
- President’s Day
- Memorial Day
- Independence Day
- Labor Day
- Veterans Day
- Thanksgiving Day
- The day after Thanksgiving
- Christmas Eve
- Christmas Day
- New Year’s Day
- 2 Floating Holidays
If a holiday falls on a Saturday, the Friday before will be observed. If the holiday falls on a Sunday, the following Monday will be observed. The County Administrator is authorized to change the observation schedule of holidays falling on weekends.
VACATION LEAVE Years Of Eligible Service Vacation Days Per Year Less than 5 Years 10 5 – 10 Years 15 11 – 20 Years 20 21 Years 21 22 Years 22 23 Years 23 24 Years 24 25 Years 25
SICK LEAVE
Sick Leave with pay shall be accrued at a rate of one (1) working day for each month of service, twelve (12) days a year. There will be no maximum on the amount of sick leave an employee may accumulate.
OTHER BENEFITS
Health, Dental and Vision Plans
Life Insurance
Shared Sick Leave
Jury Duty or Witness Leave
Military Leave
Bereavement Leave
OPTIONAL BENEFITS AVAILABLE
PBC Credit Union
Accident Protection Plan
01
Do you have an Associates degree or an equivalent amount of education and experience?
- Yes
- No
02
Do you have at least two years of relevant experience in office management providing clerical and administrative support? A comparable amount of training or experience may be substituted for the minimum qualifications.
- Yes
- No
03
Do you have the ability to work during a disaster event that could last several days?
- Yes
- No
04
Have you ever been arrested, charged and/or convicted of a felony offense in any state?
- Yes
- No
05
Do you have a valid Florida Driver’s License or the ability to obtain one within 30 days of hire date?
- Yes
- No
Required Question