Secretary

Seeking a Secretary(Temp/Temp-hire)
Titusville, FL
Full-time, M–F, 7:00 a.m.–3:30 p.m.
PAY: $17.05/hr
***Must be able to pass a background check/MVR and drug screen!!!***

About the Role

Under general supervision, the Secretary performs advanced clerical and office support work that requires initiative, independent judgment, and discretion. The position differs from an Office Assistant II by the higher level of decision-making authority, the variety and complexity of assignments, and responsibility for completing certain administrative tasks autonomously. MUST BE INDEPENDENT

Key Responsibilities

• Act as recording secretary for boards/commissions: assemble agendas, take & transcribe minutes, distribute final records.
• Manage the supervisor’s calendar: schedule meetings, confirm appointments, and provide reminders.
• Establish, update, and maintain electronic and paper filing systems; keep office manuals current.
• Collect, organize, and analyze data to prepare routine, periodic, and special reports.
• Verify complex statistical or technical reports for accuracy and compliance; maintain specialized records.
• Assist with budget preparation, make calculations, and create supporting documents.
• Reconcile invoices, purchase orders, and transaction logs; track budgets and checking accounts; order office supplies.
• Process staff timesheets and related payroll documents.
• Draft and type correspondence, budget transfers, reports, confidential/legal documents, and forms from rough copy or verbal instruction; proofread and format for clarity.
• Compose department-specific letters and emails for supervisor’s signature; follow up to ensure required action.
• Receive visitors and callers, resolve routine inquiries or complaints, and interpret department policies.
• Train, assign work to, or supervise subordinate personnel; provide input on performance evaluations.
• Recommend and implement new office procedures to improve workflow efficiency.
• Operate and maintain office equipment: computer, copier, scanner, fax, calculator, transcription machine, microfilm equipment.
• Design or modify spreadsheets, databases, and electronic forms; input and verify data; generate reports.
• Perform other related duties as assigned, including emergency duties during natural or man-made disasters.

Required Qualifications

Education/Experience:

• Two (2) years of clerical or secretarial experience that includes word-processing software OR
• Six (6) months as a County Office Assistant II.
• Equivalent combinations of education and experience may substitute year-for-year.
• Typing Speed: Minimum 35 correct words per minute (must pass typing test).
• Availability: Willingness to perform emergency duties during hurricanes or other disasters.

Knowledge, Skills & Abilities

• Modern office practices, procedures, and equipment.
• Standard clerical techniques and record-keeping.
• Business English, spelling, composition, and arithmetic.
• Telephone etiquette and professional communication.
• Computer hardware/software, including MS Office and internet research.
• Accurate data entry and mathematical computation.
• Confidentiality and sound judgment in applying policies and procedures.
• Ability to develop and streamline administrative processes.
• Strong interpersonal skills and effective oral/written communication.
• Ability to sit for extended periods; position is primarily sedentary.

Preferred Qualifications

• Experience designing spreadsheets or databases.
• Prior supervisory or lead-worker experience.
• Familiarity with County government procedures.

CHARACTERISTICS OF THE CLASS :   Under general supervision, performs skilled office and clerical work involving recurring and nonrecurring duties that require the use of complex procedures.  Work requires the exercise of initiative, independent judgment and discretion in handling administrative details. This class differs from Office Assistant II in the level of decision-making, the level and variety of tasks performed and the responsibility for independently performing some administrative tasks.   EXAMPLES OF DUTIES :  (Note:  The listed duties are illustrative only and are not intended to describe each and every function which may be performed in the job class.  The omission of specific statements does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position.) Serves as recording secretary at conferences and board or commission meetings; assembles and distributes agendas; takes and transcribes official minutes; prepares minutes in final form and distributes. Keeps supervisor's appointment calendar and schedules appointments.  Advises supervisor of appointments and meetings. Establishes and maintains paper and/or electronic filing systems; maintains and updates office manuals.   Collects and organizes data from various sources for supervisor's use or for own use to prepare routine, periodic and special reports. Examines and verifies statistical, technical and/or complex reports for completeness, accuracy, compliance with standards and discrepancies.  Maintains and processes difficult statistical and specialized records relating to the operation of the unit. May compile data for department's budget, making mathematical calculations and typing appropriate supporting documents Keeps records of and reconciles bills, invoices and orders; maintains and monitors checking accounts, budgets, transactions, and other fiscal reports.  Keeps inventory of office supplies and equipment and orders it. Maintains and processes time sheets for staff.   Types correspondence, documents, budget transfers, reports, confidential, legal, technical, and/or statistical material, tables, forms, minutes, requisitions, and invoices from rough drafts, copy, transcribing machines, verbal instruction, established procedure, or own knowledge.  May require editing and independent judgment on layout of the typing.  Makes copies of same. Composes and types correspondence requiring specialized knowledge of department's operations, policies and regulations for supervisor's signature.  Follows up on correspondence sent to ensure that appropriate action has taken place.  Processes incoming and outgoing mail. Greets callers, handles complaints or problems, provides information, and applies knowledge to explain and interpret department rules, regulations and procedures. 

May supervise or assign work to subordinate personnel.  May prepare or provide input into the preparation of performance evaluations. Develops and, with supervisor's approval, implements new procedures to improve the processing of work. Operates a typewriter, computer, transcribing machine, copy machine, scanner, calculator, fax machine, and microfilm equipment in the performance of duties. Designs and modifies specialized computer applications using available software; such as, spread sheets, data base formats and forms. Inputs data into a personal computer verifies data and generates reports.   Performs related work as required. REQUIREMENTS : EDUCATION AND EXPERIENCE :  Two (2) years of experience in clerical or secretarial work that includes experience with word processing software. OR six (6) months of experience as a Brevard County Office Assistant II. Additional qualifying education and/or experience which provides the necessary knowledge, skills and abilities may be substituted one for the other on a year for year basis. SPECIAL REQUIREMENTS :  Must pass the Brevard County typing test at 35 correct words per minute. In the event of a hurricane, major storm, natural or man-made disaster that may threaten the area, the employee will be required to perform emergency duties as directed. KNOWLEDGE, SKILLS AND ABILITIES :  (Note:  The knowledge, skills and abilities identified in this class specification represent those needed to perform the duties of this class.  Additional knowledge, skills and abilities may be applicable for individual positions.) Good knowledge of modern office practices, procedures, and equipment. Good knowledge of standard clerical techniques. Good knowledge of basic arithmetic, business English, spelling, rules of composition and grammar. Good knowledge of telephone etiquette. Knowledge of computer hardware and software, including word processing, data processing software, and the Internet Skill in operating office machinery. Ability to maintain files alphabetically, numerically, and categorically. Ability to maintain records and logs. Ability to make arithmetic computations accurately and with reasonable speed. Ability to maintain confidentiality. Ability to use independent judgment in interpreting and enforcing policies and procedures. Ability to use discretion and judgment in carrying out administrative details. 

Ability to implement procedures to process work. Ability to establish and maintain effective working relationships. Ability to communicate effectively, both orally and in writing. PHYSICAL REQUIREMENTS :  This is mainly sedentary work.