bartow Work Opportunities ∙ Page 2

SECRETARY II
FIRE RESCUE DIVISION

Mon. - Fri., 8a-5p
Non-exempt
1295 Brice Blvd.  Bartow, FL 33830

Employee Benefits

• Direct Deposit, Bi-Weekly Pay Checks
• Medical, Dental, Vision
• Life Insurance
• FRS Retirement
• 10 Paid Holidays
• Paid Time Off
• Tuition Reimbursement
• Education Incentives
• Deferred Compensation Plan
• Wellness Incentives
• Employee Assistance Program (EAP)
• Free Employee Gym
• Free Employee Health Clinic

Must have the physical, developmental and mental ability to perform job tasks, work efforts, responsibilities and duties of the job illustrated below:

MAJOR FUNCTION

Provides comprehensive administrative and secretarial support to supervisory management, ensuring efficient office operations. Performs a wide range of clerical, scheduling, and document preparation duties to support the unit’s programs, projects, and daily activities.

ILLUSTRATIVE DUTIES

Administrative Support

• Assist supervisory management and office personnel with secretarial and related tasks in accordance with established procedures, practices, and policies.
• Act as personal assistant to supervisory management by initiating and completing administrative duties, following up on projects, meetings, and required actions.
• Maintains and schedules appointment calendars; notify others of meetings and commitments.
• Makes travel arrangements, secures tickets and reservation materials, and finalizes itineraries.
• Assembles agendas and supporting materials for meetings, conferences, and other events.
• Takes and transcribes dictation and/or meeting minutes as required.
• May assist administration staff with maintaining accuracy of entry time within Telestaff.  
• May assist with Office of Inspector General screenings for all new and current staff of Polk County Fire Rescue.
• Oversee/train any light-duty employees assigned to Fire Administration ensuring such tasks as answering and directing phone calls are done correctly. This will also include any Secretarial task assigned to light-duty from other sections of Fire Admin (training, planning, operations, etc.) 

Document and Records Management

• Drafts, prepares, proofreads, types, processes and research forms, correspondence, reports, summaries, and other office materials using word processing and other required software.
• Posts data, fiscal information, and other recordkeeping details manually or through computer database systems.
• Reviews statements, reports, and purchase orders to ensure accuracy in calculations and extensions.
• Maintains accurate files, records, and documentation according to office procedures.

Customer Service and Communication

• Responds to inquiries from the public, employees, and officials in person or by telephone, providing information and guidance in line with established procedures.
• Act as office receptionist as needed.
• Handles routine mail duties.

Other Duties

• Operates personal computers, office machines, and other equipment, ensuring proper care and maintenance.
• May supervise the work of others when assigned.
• Performs related duties as required.

KNOWLEDGE, ABILITIES AND SKILLS

Knowledge of:

• Business English, punctuation, spelling, and arithmetic.
• General office practices, procedures, and recordkeeping methods.

Skills in:

• Typing at a prescribed rate of speed.
• Using personal computers, related software, and other office equipment.

Ability to:

• Work independently and follow established routines and practices.
• Learn assigned secretarial and clerical tasks specific to the office.
• Prepare and draft routine documents, and compose business letters, memoranda, and related forms.
• Make mathematical computations and tabulations accurately and efficiently.
• Meet and interact courteously and effectively with employees, officials, and the public.
• Operate and maintain office machines and equipment.
• Take and transcribe dictation when required.
• Oversee the work of others when assigned.

MINIMUM QUALIFICATIONS

Graduate of an accredited high school or possess an acceptable equivalency diploma and have a minimum of three (3) years of secretarial, office, or clerical work experience.
Must be able to type a minimum of 45 CWPM with a maximum of 10 errors.

Must be able to utilize all features of word processing and other required software and personal computers used by the assigned work unit.

Must have a valid driver’s license and be able to secure a valid Florida driver’s license at the time of employment within this classification.

A comparable amount of training and related experience may be substituted for the minimum qualifications.

SPECIAL REQUIREMENTS

All employees 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.