COMMUNICATIONS DIVISION
Secretary II
Paygrade 9 - Non Exempt
$17.
18hr.
- $24.
91hr.
Must ha ve th e ph ys ical , d eve l opmental, and m e ntal abili ty to p e rform job ta s k s, work effo rts , responsibilities and duties of the job illu s trated below :
MAJOR FUNCTIONS
This position serves as the county’s administrative assistant for formatting documents in Microsoft Word and Excel, then converting them into PDFs that meet accessibility standards for the Americans with Disabilities Act (ADA) on county websites.
They will provide ADA remediation of electronic documents, such as PDFs, to make them accessible to online screen readers and other assistive technology.
This position also includes responsibilities for answering switchboard calls, responding to chat questions from the website, timekeeping, supplies & ordering, and managing databases for email and direct mail and execution of their distribution.
ILL US TRA TIVE D UTIES
Will include:
Using specialized software, format and/or remediate electronic documents intended for posting on the county’s websites; maintain folders of remediated documents
Assisting director, supervisory management and other office personnel by performing secretarial and related office work, following established procedures, practices, and policies of the assigned office using personal computers and other general office equipment
Serving as a “float” secretary to other divisions needing short-term clerical assistance, switchboard and call center services, performing specialized technical, clerical, and record-keeping work associated with various county divisions
Providing information to customer groups in person, by telephone (switchboard), or by electronic means, applying knowledge of the county's divisions, policies, ordinances, and procedures of the various supported departments/divisions
Preparing correspondence, public notices, reports, records, orders, executive summaries and other office documents, including research, retrieval of records, and compilation of information
Inputting data into a computer and software systems supporting the assigned department/division.
Independently accesses, inputs, researches and retrieves information from websites, databases and compiles reports.
Processing invoices, creating purchase orders, reconciling p-cards, timekeeping and payroll, and other documents for management approval
Performing other related duties as required
KNOWLEDGE, ABILITIES AND SKILLS
Knowledge of business English , punctuation , spe llin g and arithmetic.
Knowledge of genera l office practices and procedures and record keeping methods.
Ability to work independently and adhere to prescribed routines an d practices.
Ability and willingness to learn assigned secretarial and clerica l tasks.
Ability to prepare o r draft routine documents and compose business letters , memoranda and related forms and program ma t eria l s.
Ability to make mathematical computations and tabulations accurately and with reasonab l e speed.
A bi lity to meet and d ea l courteously and wo rk effective l y with emp l oyees , officia l s and the public .
A bility to use personal computers , Word , PowerPoint , Excel , and other re l ated software and office equipment of the assigned work unit.
Ability to operate and provide general care and maintenance of office machines and equipment.
Ski ll in typing at a prescribed rate of speed.
Great attention to details.
MINIMUM Q UAL IFI CA TION S
Graduate of an accredited hi gh schoo l o r possess an acceptable equivale n cy dip l oma and h ave a minimum of three ( 3) years sec r etaria l office or clerica l work exper i ence .
Must be able to utilize all features affo r ded by Microsoft 365 (Word, Excel, PowerPoint, Teams, SharePoint) and other req u ired software an d personal comp ut ers utilized by the assigned work unit.
Mus t have a va lid driver l icense or be ab l e to secure a va li d Florida driver l icense at the time of employment
Preferred QUALIFICATIONS
Knowledge of digital accessibility standards, such as the Web Accessibility Content Guidelines (WCAG 2.
0), is not required but preferred.
Previous experience remediating or formatting digital materials for users who are blind or visually impaired is not required but preferred.
SPECIALREQUIREMENTS
This position may be required to report to work when a declaration of emergency has been declared in Polk County.
High School Graduate
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