Job Description Salary: $29.85 - $54.71 JOB OVERVIEW This is a crucial position within the Hillsborough Soil and Water Conservation District (HSWCD) providing support in various administrative tasks that include office management, scheduling and planning, data entry and record keeping, customer service, accounting and financial support and personnel administrative.
The HSWCD is a State of Florida Special District, defined under Chapter 582, F.S., to provide for a Federal-State-Local partnership for the protection and restoration of soil and water resources within the HSWCD's bounds. The HSWCD has broad authority to enter into legal agreements, manage funds and hold title to both real property and tangible assets. The HSWCD is reputedly one of the largest soil and water districts in Florida, in terms of numbers of conservation projects and total program dollar values. Hence, the Hillsborough BOCC entered into an agreement with HSWCD in 2015, to support operation and staffing needs.
This position assists the HSWCD and its Executive Director with fiscal operation, pay period reporting, legal document preparation, annual State and Federal document filings, public-records maintenance, and the immediate admin support needs of its five electees.
An incumbent in this position is an unclassified (at-will) employee as defined in the Hillsborough County Administrator Human Resources Policy Manual.
CORE COMPETENCIES REQUIRED FOR THE JOB - Customer Commitment - Proactively seeks to understand the needs of 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.
ESSENTIAL JOB DUTIES AND RESPONSIBILITIES Note : Listed below are the essential/primary functions of the job. These are only illustrative and not exhaustive, and do not include marginal tasks which are also performed but are incidental to the essential/primary functions. 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. Personal characteristics required of all employees such as honesty, industry, sobriety, and the ability to get along with others, are presumed qualities and may not be listed specifically.
- Independently performs a wide variety of paraprofessional administrative, secretarial, and confidential functions and duties supporting a director or agency head.
- Reviews outgoing correspondence for internal consistency and proper conformance with administrative policies, approvals, and signatures, as well as for formatting, grammatical 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.
- 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.
- 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 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.
- Other related duties as assigned.
JOB REQUIREMENTS - 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.
- 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.
- Skill in verbal communication and effective writing.
IDEAL CANDIDATE This is a senior administrative support position doing business in the capacity of an assistant/office manager, reporting directly to the Executive Director. The Ideal Candidate will have a college education, preferably in a business or public administration tract (bachelor's degree highly preferred), be a self-starter and have several years of progressive experience in fiscal operations and company records management (including human resources, business records and legal documents). Incumbents are expected to exercise attention to detail in the conduct of transactions and preparation and care of public records. The ability to communicate effectively in written and spoken English is a must. An enthusiasm for agricultural business and for managing web and social media content would be a plus. This is a full-time, permanent opportunity, participating in the Florida Retirement System, and we are prepared to offer a starting salary of $62,088 plus benefits. Applications are being accepted at this web post
MINIMUM QUALIFICATIONS - Bachelor's degree in any of the following subject areas: agricultural business, environmental policy, public/nonprofit administration, political science, business management, accounting, or finance. OR
An equivalent combination of education, training and experience that would reasonably be expected to provide the job-related competencies noted below.
- At least three years' experience in clerical/administrative roles where the critical review of documents prepared by others was a routine job requirement; demonstrable experience with standard operating procedures, in place to protect and manage sensitive information, such as personal identification information, and financial records.
- Notary Public, or ability to be licensed as such within thirty days of hire.
WORKING CONDITIONS This job entails a mix of office duties with community/public events work, with the latter being in either indoor or outdoor conditions. The job involves sitting, standing, and bending as necessary to use office equipment, open filing cabinets, etc.
PHYSCAL DEMANDS Light Work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
The job involves occasional lifting and moving of file boxes, setting up tables and chairs for meetings, use of a hand truck.
LICENSES/CERTIFICATIONS Must possess a valid Florida Driver's License at the date of hire and maintain the same while employed in this position.
