Job DescriptionJob Overview Performs administrative and office support activities providing customer service, processing, and/or internal financial related duties, which may require varying degrees of independent judgment. Positions in this series normally support a Unit, Division, and/or Department. Ideal Candidate The ideal candidate is an organized and detail-oriented administrative professional with experience in managing high volumes of transactional documents. They will support the team by maintaining and organizing both digital and physical records, reviewing documentation for accuracy and completeness, and assisting in tracking and retrieving historical records related to past real estate transactions. This position requires strong proficiency with Microsoft Office (especially Excel, Word, Outlook, and Teams), excellent attention to detail, and the ability to follow established procedures for document filing, retention, and access control. The successful candidate will demonstrate initiative, discretion, and a strong commitment to accurate recordkeeping and internal customer service within a collaborative team environment. SalaryMin $34,320.00 annuallyMid $48,068.80 annuallyBenefits Click HERE to view our Benefits at a glance
- Generous PTO & Holiday Plan
- Health Plans
- Health Savings Account
- Dental & Vision Plans
- Employee Assistance Program (EAP)
- Healthcare Flexible Spending Account
- Dependent Care Flexible Spending Account
- Tuition Reimbursement
- Cafeteria Benefit
- Life Insurance
- Short & Long-Term Disability Insurance
Core Competencies
- Customer Commitment - Proactively seeks to understand the needs of the customers and provide the highest standards of service.
- Dedication to Professionalism and Integrity - Demonstrates and promotes fair, honest, professional, and ethical behaviors that establishes trust throughout the organization and with the public we serve.
- Organizational Excellence - Takes ownership for excellence through one's personal effectiveness and dedication to the continuous improvement of our operations.
- Success through Teamwork - Collaborates and builds partnerships through trust and the open exchange of diverse ideas and perspectives to achieve organizational goals.
Duties and Responsibilities Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform one or more of the activities described below.
- Maintains basic manual and automated file systems and assists in the digitization of historical records for the Real Estate Division.
- Compiles and posts information into the Real Estate Inventory Viewer for use by others.
- Receives, researches, verifies, and digitizes real estate related documents.
- Reviews current and historical real estate records (forms, documents and other materials) for accuracy and completeness.
- Provides assistance to staff and public as required.
- Responds to inquiries and searches real estate administrative records for requested information.
- Compiles data, computes and verifies figures.
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
- Maintains logs and records of real estate inventory; may also maintain and report on the Real Estate Division's Key Performance Indicators.
- Operates office equipment and software such as copiers/scanners, Microsoft Office Suite, pdf software, County resources (websites, viewers, proprietary software, etc.) and all other systems/software as needed.
- Types forms, vouchers, requisitions, invoices, notices, schedules, legal documents, and other materials; types from rough drafts or combines data from multiple sources.
- Trains and provides guidance to other real estate staff on records maintenance and document control best practices.
- May be assigned the primary responsibility to drive a motor vehicle to deliver mail and/or supplies to field offices or other county facilities.
- Greets and receives callers or visitors in an office and ascertains nature of business and provides general support where applicable.
- Conducts office functions such as organizing, filing, and storing electronic and hard copy documents, preparing reports, and communing with other departments on real estate related information.
- Other related duties as assigned.
Job Specifications
- Knowledge of English grammar, punctuation, and spelling.
- Ability to maintain and file records.
- Ability to proof own work and the work of other clerical personnel.
- Ability to perform accurate computations and verification of data.
- Ability to coordinate the work of other clerical employees.
- Ability to instruct new employees.
- Ability to follow oral and written instructions and the ability to work effectively with others.
- Knowledge of, and ability to operate data processing, word processing and other office equipment.
- Ability to type, prioritize work and to perform other clerical duties such as filing, answering the phone, and compiling figures for routine reports.
- Ability to use a computer and related software
Physical Requirements
- Position typically operates in a professional office environment.
- Requires an employee to be mostly sedentary.
- May require an incumbent to lift boxes up to 30 pounds, open filing cabinets, and bend/stand as necessary.
Work Category
- Sedentary work - Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.
Minimum Qualifications Required
- Graduation from high school or possession of a GED Certificate; AND
- Two (2) years of clerical experience; OR
- An equivalent combination of education (not less than possession of a high school diploma/GED), training, and experience that would reasonably be expected to provide the job-related competencies noted above.
- Based on area of assignment may require possession of a valid Florida Driver's License.
Emergency Management Responsibilities In the event of an emergency or disaster, an employee may be required to respond promptly to duties and responsibilities as assigned by the employee's department, the County's Office of Emergency Management, or County Administration. Such assignments may be for before, during or after the emergency/disaster. Additional Job Requirements A department, depending on the nature of its mission and operations, may require that employees in all or certain positions in this job classification:
Maintain the ability to pass the background checks required for the position. These background checks may include but are not limited to: - Criminal History Background Check using Florida Department of Law Enforcement (FDLE) Criminal Justice Information Services (CJIS)
- Level 1 and Level 2 Background screening (Ch. 435 Florida Statutes)
- Child Abuse, Abandonment and Neglect Record Check using the State Automated Child Welfare Information System (SACWIS)
- Sex Offender and Sexual Predator record check using the list maintained by the Florida Department of Law Enforcement (FDLE)
Possess the necessary job-related license(s) or certification(s) that may include possession of a Florida Driver License (Class E).