Job Description

REQUIREMENTS AND PREFERENCES

The Broward County Board of County Commissioners seeks qualified candidates for Administrative Assistant. The following functions represent the majority of the time spent in this class.

• Assist with accounts payable activities (tracking vendor payments, draw schedules, purchase order balances, collecting monthly accrual amounts & invoices).
• Assist with fiscal year activities (identify open purchase orders to be closed or rolled over, fiscal year?end accrual amounts and invoices).
• Assist with procurement tracking in PeopleSoft (monitor status changes of requisitions, purchase orders; create and route internal requisitions; enter requisitions for purchase orders as needed).
• Assist in gathering data for purchasing goods and/or services.
• Act as point of contact to resolve minor day?to?day vendor activity issues.
• Obtain P?card for approved transactions.

GENERAL DESCRIPTION

Performs a variety of administrative support and clerical duties. Works under general supervision, independently developing work methods and sequences.

• Minimum 2 years of technical clerical, administrative or closely related experience.
• Valid Florida Drivers License at the time of appointment and for the duration of employment.
• Transportation Worker Identification Credential (TWIC) within 60 days of employment and for the duration of employment.
• Valid Seaport Business Purpose Credential for the duration of employment.
• Associates degree or higher in business, public administration or a closely related field preferred.
• Microsoft Office Certification.
• One year of PeopleSoft experience.
• One year of accounts payables/receivables experience.

SCOPE OF WORK DUTIES AND RESPONSIBILITIES

The functions listed below represent the majority of the time spent in this class. Management may assign additional functions related to the type of work of the job as necessary.

• Composes correspondence including email, memos, letters, notifications, reports, meeting agendas, meeting minutes, Board agenda items and forms.
• Proofreads documentation to identify and correct errors.
• Responds to emails, public records requests, telephone calls and related communications; resolves issues and/or escalates issues as appropriate.
• Creates or assists in the preparation of regularly scheduled reports.
• Creates and maintains a variety of databases and spreadsheets to facilitate preparation of a variety of reports.
• Monitors budget expenditures to ensure funds are available in appropriate accounts to purchase required supplies, materials, and equipment.
• Reviews financial documentation to ensure accuracy, performs internal checks and balances; provides documentation for audit purposes.
• Coordinates payroll activities such as ensuring payroll for the assigned area is closed within deadlines.
• Follows up on a variety of special assignments, projects, and related matters in order to ensure assignments, projects, tasks are completed in a timely manner and/or by established deadline.
• Performs related work as assigned.

COMPETENCIES

• Tech Savvy Anticipates and adopts innovations in digital and technology applications.
• Decision Quality Makes good and timely decisions that keep the organization moving forward.
• Plans and Aligns Plans and prioritizes work to meet commitments aligned with organizational goals.
• Ensures Accountability Holds self and others accountable to meet commitments.
• Communicates Effectively Develops and delivers multi?mode communications that convey a clear understanding of the unique needs of different audiences.

WORK ENVIRONMENT

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement. Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

EEO STATEMENTS

Broward County is an Equal Opportunity Employer committed to inclusion. Broward County is committed to providing equal opportunity and reasonable accommodations to qualified persons with disabilities. We support the hiring of people with disabilities; therefore, if you require assistance due to a disability, please contact the Professional Standards Section in advance at 954-357-6500 or email to make an accommodation request. Americans with Disabilities Act (ADA) Compliance.

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