Job Description

CODE ENFORCEMENT DIVISION - ADMINISTRATIVE SECRETARY

$21.32HR./$44,345.60 ANNUALLY

NON-EXEMPT

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

The administrative secretary provides high-level administrative support to the division director, performing a broad range of duties including research, analysis, project coordination, and confidential document handling. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities efficiently. This person serves as the primary administrative liaison for the division, ensuring smooth operations and effective communication.

ILLUSTRATIVE DUTES:

• Provides advanced administrative support to the division director, including handling confidential and sensitive matters.
• Conducts research and analysis to support division initiatives, projects, decision‑making, and information requests.

• Maintains staff membership files for professional certifications.
• Records, drafts, proofreads, edits, and processes a wide range of documents, including memoranda, reports, correspondence, presentations, and meeting materials.
• Coordinates and tracks division projects, meetings, training, work orders, IT tickets, facility tickets, and special events, ensuring timely task completion and follow‑through.
• Oversees inventory management, equipment replacement, and service coordination.
• Assists Vendor Coordinator with abatement packets.

• Responds to inquiries, screens calls, takes messages, and directs individuals to appropriate contacts.
• Schedules and coordinates meetings for the director and others, prepares agendas, records minutes when needed, and follow ups on action items.
• Arranges staff travel, lodging, and transportation; prepares related documentation; and ensures accurate reimbursement submissions.
• Provides day‑to‑day administrative and clerical support to division management and staff.
• Monitors the division director’s email and assists with prioritization and follow‑through.
• Purchases supplies, manages stockroom inventories, tracks employee equipment, and maintains division libraries.
• Processes payroll.
• Performs other administrative duties as assigned to support division operations.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of modern office practices, procedures, equipment, and professional business communication standards.
• Strong command of English grammar, spelling, punctuation, and professional writing.
• Proficient in recordkeeping, data management, and file organization.
• Skilled in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat Pro.
• Able to work independently, prioritize tasks, multitask, and meet deadlines.
• Able to identify process inefficiencies and recommend administrative improvements.
• Strong discretion and ability to maintain confidentiality.
• Able to troubleshoot basic office equipment and software issues.
• Able to draft, format, and prepare professional documents and reports.
• Able to learn and utilize specialized division or county software applications.
• Able to perform accurate mathematical calculations and analyze basic data.
• Strong organizational and time‑management abilities with high attention to detail.
• Strong verbal and written communication skills.
• Able to establish and maintain positive working relationships with staff, county officials, vendors, and the public.
• Strong decision‑making skills and sound judgment.
• Strong interpersonal skills and the ability to maintain a professional, courteous work environment.
• Able to train and assist staff as needed.
• Able to create spreadsheets, manage databases, and prepare digital presentations and documents.

MINIMUM QUALIFICATIONS:

•Graduate of an accredited high school or possess an acceptable equivalency diploma and have a minimum of three (3) years secretarial office or clerical work experience.

•Must be able to type a minimum of 45 correct words per minute with a maximum of 10 errors.

•Must be proficient with and able to navigate a variety of Microsoft Office Suite software, including Excel spreadsheets for tracking work completed by this position.

•Must be able to use and understand word processing and other required software and personal computers.

•Must possess a valid driver’s license and be able to secure a valid Florida driver’s license at the time of employment.

•A comparable amount of related training and experience may be substituted for the minimum qualifications, except for the high school diploma/GED.

SPECIAL PREFRENCES:

Direct experience working with diverse groups of people and receiving and maintaining confidential and sensitive information, documents, and forms.

This position shall be required to report for work when a declaration of emergency has been declared in Polk County.