Administrative Assistant (Bilingual-Spanish) - Infrastructure Maintenance Division (50 applicants or close 4/18)

Job Overview

Performs administrative and office support activities providing customer service, clerical, secretarial, processing, mail sorting/delivery services, and/or internal Financial related duties, which may require varying degrees of independent judgment. Positions in this series normally support a Unit, Division, and/or Department.

Salary

$34,320 - $61,817

Ideal Candidate

Ideal Candidate: The Hillsborough County Water Resources Department is seeking an Administrative Assistant to perform administrative and office support duties in the Infrastructure Maintenance Division.  Duties include providing customer service, processing and/or internal financial related duties, which may require varying degrees of independent judgment. The ideal candidate would have knowledge of administrative processes, such as word processing, files and records maintenance, transcription, and other related processes. Proficiency in using computers, software applications, local networks, databases, and internet search engines is required.

The ideal candidate would be able to communicate, write effectively, and handle restricted and sensitive information while representing the County with courtesy and professionalism.  Bilingual candidate preferred who is fluent in both English and Spanish. 

Core Competencies

• Customer Commitment - Proactively seeks to understand the needs of the 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.

Duties and Responsibilities

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.

• Maintains basic manual and automated file systems or assists in the maintenance of a large, complex system.
• Codes, classifies, posts and compiles information for use by others.
• Receives, verifies, and registers documents; assigns file number and affixes seal as appropriate.
• Reviews forms, documents and other materials for accuracy and completeness.
• Provides assistance to staff and public as required.
• Responds to inquiries and searches files for requested information.
• Compiles data, computes and verifies figures.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Maintains logs and records of equipment, inventory, costs, services performed, documents received, and charges to be assessed; may also maintain employee attendance and leave records.
• Maintains office supplies inventory by checking stock to determine inventory level, anticipates needed supplies, places, and expedites orders for supplies, and verifies receipt of supplies.
• Operates office equipment such as adding machines, copiers, telephones, shredders, and postage meters.
• Types forms, vouchers, requisitions, invoices, notices, schedules, legal documents, and other materials; types from rough drafts or combines data from multiple sources.
• Trains, provides guidance, and reviews work of others for completeness and accuracy.
• May be assigned the primary responsibility to drive a motor vehicle to deliver mail and/or supplies to field offices or other county facilities.
• Greets and receives callers or visitors in an office and ascertains nature of business and provides general support where applicable.
• Conducts office functions such as conducting inventory, receiving, and filing documents, prepare reports, etc.; may also maintain employee attendance. Writes or types of bills, statements, receipts, checks, correspondence, or other documents, copying information from one record to another.  Requires simple computations and verifying of figures.
• Organize and schedules meeting and appointments and sorts and delivers incoming mail.
• Other related duties as assigned.

Job Specifications