Administrative Assistant (Building Management Assistant - Facilities Management Division)

The Broward County Board of County Commissioners is seeking qualified candidates for Administrative Assistant.

Broward County is not accepting attachments for this recruitment, including resumes or similar supporting documentation. Please ensure you complete the application in its entirety and include all information you want considered

NOTE: Announcement is set to close on Tuesday September 24, 2024 at 5pm.

Under close to general supervision, employee performs field and office work assisting building managers, skilled trade supervisors or administrative superiors in the management of large and complex county operated buildings.

Employee responds to tenant complaints, contacts tenants to investigate complaints and determines corrective action needed; completes necessary records, explains procedures, and determines physical condition of property; conducts follow-up visits to assure compliance with recommendations for corrective action.

Employee periodically inspects facilities noting conditions of all components, including, but not limited to, roofs, grounds, structural adequacy, general cleanliness, waste management, pests control conditions, preventive maintenance programs and appearance of building exterior and interior; notes maintenance needs and reports them to the supervisor; creates necessary work orders, inspection reports and emails.

Employee periodically inspects service provided through service contracts, including, but not limited to, grounds maintenance, janitorial and pest control for compliance with contractual agreements; notes deficiencies in service and reports them to the supervisor; creates necessary notice of noncompliance forms, inspection reports and emails; maintains service contract files in accordance with county regulations.

Employee supervises county and contract workers in the maintenance of all components of county facilities; instructs workers in proper methods and procedures; inspects job sites for proper completion of tasks and creates necessary reports.

Employee assists in planning and implementing projects and work methods; estimates time and materials required for proposed jobs and determines specifications; acts as liaison with contractors and receives proposals from them; creates and submits requisition forms; keeps records and project status reports.

Employee serves as point of contact in the absence of building managers and skilled trades supervisors; assists with any and all administrative work and paperwork necessitated by the management of county operated buildings and performs the more skilled tasks as necessitated by work load; utilizes Adobe, Excel, Outlook and Word to complete assigned work.

Performs related work as required.

General Description

Performs a variety of administrative support and clerical duties.

Works under general supervision, independently developing work methods and sequences.

Minimum Education and Experience Requirements

Requires two (2) years of technical clerical, administrative or closely related experience.

Special Certifications and Licenses

None.

Preferences

• Associate's degree (or higher) in Business Administration or closely related field

• Professional Administrative Certification of Excellence (PACE)

• Building Owners and Managers Association International (BOMA)

• International Facility Management Association (IFMA) certification

• Project Management professional (PMP) certification

• Institute for Public Procurement Certified Procurement Professional (NIGP-CPP)

• At least one year of experience working with computerized maintenance management (CMMS) software

• At least one year of experience working with PeopleSoft applications software

• At least one year supervisory or lead worker experience

The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the job as necessary.

Composes correspondence to include email, memos, letters, applications, notifications, reports, meeting agendas, meeting minutes, Board agenda items and forms.

Proofreads documentation to identify and correct errors.

Responds to emails, public records requests, telephone calls and related communications; resolves issues and/or escalates issues as appropriate.

Composes or assists in the preparation of regularly scheduled reports.

Creates and maintains a variety of databases and spreadsheets to facilitate preparation of a variety of reports.

Updates and maintains office policies and procedures.

Monitors budget expenditures in order to ensure funds are available in appropriate accounts to purchase required supplies, materials, and equipment.

Reviews financial documentation (i.e.; purchase orders, invoices, deposit slips, forms, cash reports, etc.) to ensure accuracy, performs internal checks and balances; provides documentation for audit purposes.

Coordinates payroll activities such as ensuring payroll for the assigned area is closed within deadlines.

Follows-up on a variety of special assignments, projects, and related matters in order to ensure assignments, projects, tasks are completed in a timely manner and/or by established deadline.

Performs related work as assigned.

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.

None.

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.

• Plans and Aligns

Plans and prioritizes work to meet commitments aligned with organizational goals. Outlines clear plans that put actions in a logical sequence; conveys some time frames. Aligns own work with relevant workgroups. Takes some steps to reduce bottlenecks and speed up the work.

• Ensures Accountability

Holds self and others accountable to meet commitments. Accepts responsibility for own work, both successes and failures. Handles fair share and does not make excuses for problems. Usually meets commitments to others.

• Manages Conflict

Handles conflict situations effectively, with a minimum of noise. Takes a positive approach to conflicts; helps dispel tension; seeks guidance and feedback on managing conflict; delivers controversial viewpoints candidly and sensitively; does not take arguments personally.

• Communicates Effectively

Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences. Seeks out others' perspectives and asks good questions. Shares information that people want to know; gives appropriate context and details when speaking.

• Demonstrates Self-Awareness-Awareness

Uses a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses. Actively seeks feedback from a variety of sources; asks clarifying questions to understand and improve own impact on others or on team performance. Reflects on and learns from own mistakes.

County Core Values

All Broward County employees strive to demonstrate the County's four core behavioral competencies.

• 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 Profstandards@broward.org 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 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.