Board of Rules and Appeals Executive Assistant

Broward County Government; Plantation (FL); On-site; USD 65,000 - 85,000; Full time

Job summary

Broward County Government is seeking an Executive Assistant for the Broward County Board of Rules and Appeals to provide high-level administrative support to executives and the agency.

The role requires a Bachelor's degree and seven years of administrative experience with at least six months in a supervisory capacity; responsibilities include calendar management, travel arrangements, correspondence, and liaison with government partners.

Qualifications

• Requires a Bachelor's degree from an accredited college or university.
• One year of relevant experience may be substituted for each year of required education.
• Requires seven (7) years performing administrative duties for high-level executives or closely related experience, including six (6) months of lead work/supervisory experience.

Responsibilities

• Performs and coordinates administrative functions for an agency and provides administrative support to high-level executives.
• Screens calls and correspondences, directs to appropriate areas for handling; drafts correspondences; reviews, proofreads, and suggests edits to documents; prepares and processes personnel-related documents and forms.
• Reviews and sorts emails, manages calendars, oversees incoming/outgoing mail; schedules, coordinates, and attends meetings, conference calls and events; prepares meeting materials, reserves venues and invites participants.
• Serves as liaison for high-level executives; serves as departmental liaison with local and national governmental agencies, constituents, and industry partners.
• Works with high-level and confidential information within the executive office such as employee and union concerns, customer and client relations, and/or onsite accidents or incidents.
• Prepares foreign and domestic travel requests and vouchers; books air and hotel accommodations; communicates with event organizers to arrange for necessary agendas and other materials.
• Performs related work as assigned.

Skills

Tech Savvy

Manages Complexity

Decision Quality

Directs Work

Plans and Aligns

Optimizes Work Processes

Ensures Accountability

Communicates Effectively

Education

Bachelor's degree from an accredited college or university

Job description

Requirements And Preferences

The Broward County Board of County Commissioners is seeking qualified candidates for an Executive Assistant for the Broward County Board of Rules and Appeals office.

Minimum Education And Experience Requirements

Requires a Bachelor's degree from an accredited college or university.

(One year of relevant experience may be substituted for each year of required education.)

Requires seven (7) years performing administrative duties for high-level executives or closely related experience, including six (6) months of lead work/supervisory experience, depending on the area of assignment.

SCOPE OF WORK

Duties and Responsibilities

• Performs and coordinates administrative functions for an agency and provides administrative support to high-level executives.
• Screens calls and correspondences, directs to appropriate areas for handling; drafts correspondences; reviews, proofreads, and suggests edits to documents; prepares and processes personnel-related documents and forms.
• Reviews and sorts emails, manages calendars, oversees incoming/outgoing mail; schedules, coordinates, and attends meetings, conference calls and events; prepares meeting materials, reserves venues and invites participants.
• Serves as liaison for high-level executives; serves as departmental liaison with local and national governmental agencies, constituents, and industry partners.
• Works with high-level and confidential information within the executive office such as employee and union concerns, customer and client relations, and/or onsite accidents or incidents.
• Prepares foreign and domestic travel requests and vouchers; books air and hotel accommodations; communicates with event organizers to arrange for necessary agendas and other materials.
• Performs related work as assigned.

WORK ENVIRONMENT

Physical Demands

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.

Unavoidable Hazards (Work Environment)

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

SPECIAL INFORMATION

Competencies

• Tech Savvy

Anticipates and adopts innovations in business-building digital and technology applications. Successfully leverages the latest technologies to increase performance. Quickly embraces and masters new technological advances adopted by the organization. May help others learn the terminology.

• Manages Complexity

Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. Looks at complex issues from multiple angles; explores issues to uncover underlying issues and root causes; sees the main consequences and implications of different options.

• Decision Quality

Makes good and timely decisions that keep the organization moving forward. Seeks coaching from others to address routine problems; learns to handle these issues effectively. Bases decisions and actions on relevant rules and procedures.

• Directs Work

Provides direction, delegating, and removing obstacles to get work done. Confirms mutual agreement on accountabilities, fostering strong coordination and minimizing duplicated efforts. Communicates delays or problems early so others can manage their own work schedules effectively.

• Plans and Aligns

Plans and prioritizes work to meet commitments aligned with organizational goals. Strengthens alignment and coordination between own work and others', providing well-sequenced activities and exact timeframes. Foresees and resolves many potential bottlenecks and delays.

• Optimizes Work Processes

Knows the most effective and efficient processes to get things done, with a focus on continuous improvement. Follows defined and communicated standards, methods, and procedures. Seeks advice and finds ways to work better within processes. Makes some reasonable suggestions to improve work methods.

• Ensures Accountability

Holds self and others accountable to meet commitments. Tracks performance and strives to remain effective, learning from both successes and failures. Readily takes on challenges or difficult tasks and has reputation for delivering on commitments.

• Communicates Effectively

Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences. Listens attentively and takes an interest. Keeps others well informed; conveys information clearly, concisely, and professionally when speaking or writing.

County Core Values

Collaborates: Building partnerships and working collaboratively with others to meet shared objectives.

Customer focus: Building strong customer relationships and delivering customer-centric solutions.

Instills trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity.

Values differences: Recognizing the value that different perspectives and cultures bring to an organization.

Americans With Disabilities Act (ADA) Compliance

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 [e-mail] to make an accommodation request.

Emergency Management Responsibilities

Note: 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.

County-wide Emergency Responsibilities

Note: 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.

County-wide Employee Responsibilities

All Broward County employees must serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Broward County's Employee Code of Ethics, gift, and conflict of interest policies.

All Broward County employees must establish and maintain effective working relationships with the general public, co-workers, elected and appointed officials and members of diverse cultural and linguistic backgrounds, regardless of race, color, religion, sex, national origin, age, disability, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression.

Additionally, this candidate will also proofread documents to edit and identify errors; respond to emails, public records requests, telephone calls and related communications to include but not limited to: resolving and/or escalating issues as appropriate; assisting in the preparation of regularly scheduled reports; creating and maintaining a variety of databases and spreadsheets to facilitate preparation of a variety of reports. Other responsibilities include assisting in updating and maintaining office policies and procedures, checking reports and documents for accuracy, and conforming to policies and standards.

Performs other related work as assigned.