REQUIREMENTS AND PREFERENCESThe Broward County Board of County Commissioners is seeking qualified candidates for the position of Secretary in the Cultural Division.
Are you looking to start your career in the arts? The Broward County Cultural Division Arts Assistant position may be for you! This highly organized and energetic individual serves in a support capacity to the Public Art & Design program.
The Secretary (Arts Assistant) is responsible for researching and compiling visual presentations, compiling agendas, preparing for monthly Public Art & Design committee meetings, processing invoices, recording financial artwork information, obtaining vendor quotes and coordinating purchasing of goods and services, and provides general administrative support to the Public Art Administrator.
The Secretary will be detail-oriented and committed, creating accurate reports and visual presentations, accurate record keeping and reporting of applications from artists, databases, spreadsheets, financial records, collection management data and meeting minutes.
The Secretary may also travel to various County locations for meetings, receptions and events, or where artwork is located to monitor the work of vendors providing art services to the County. This individual may carry and hang artwork, lap-top computers and recording devices, carry tables, display banners, event supplies and prepare the location for meetings, receptions or events. Generally self-directed, the Secretary will have excellent written, numeric, visual and verbal skills and offer a high level of customer service.
Work includes completing special assignments and proof reading to ensure accuracy. The selected candidate will have expertise in Microsoft Office, including Outlook, PowerPoint, Access, Word and Excel. A knowledge of public art practices is helpful.
Performs routine clerical and administrative functions for an assigned manager or department.
This class works under close to general supervision according to set procedures, but determines how or when to complete tasks.Minimum Education and Experience Requirements:Requires one (1) year of clerical and administrative experience. Special Certifications and Licenses Required:None. Preferences:
- Strong verbal and written skills.
- A knowledge of public art practices.
- Driver's license, own transportation and proof of valid automobile insurance.
- Proficient at MS Office applications (Word, Excel, Outlook, PowerPoint, Access).
- Associate's Degree
- Experience in working with advisory boards
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.
Interacts with the public, County staff, or vendors in order to obtain goods or services, assists in the use of agency services, equipment, programs, and/or facilities, collects fees, answers questions, and identifies service needs or locates missing materials.
Files a variety of correspondence, documents, and other forms or materials in order to provide documentation of activities and comply with agency and State records management, and agency operating policies and procedures.
Prepares a variety of correspondence, notifications, forms, meeting minutes, and related documents in order to communicate information to staff and/or the public; updates and maintains a variety of databases and spreadsheets in order to facilitate information recording, storage, and retrieval and/or to track activity and volume of work.
Develops or creates a variety of forms in order to facilitate and standardize information gathering, compilation, and/or retrieval, facilitate order and request processing, and/or to facilitate audit compliance; sets up a variety of files in order to facilitate case or work management and tracking and facilitate storage and retrieval of information.
Processes requests for agency materials and information received by phone, fax, email, or in person in order to provide requested materials and information.
Schedules a variety of meetings in order to facilitate intra-office communications and/or coordinate staff interaction with the public.
Gathers information relevant to work assignments in order to facilitate updating/maintaining a variety of databases/files; proofreads printouts, summary reports, or on screen data in order to identify data entry errors.
Retrieves information and summary reports from a variety of databases and spreadsheets in order to facilitate data and trend analysis, and/or provide data and information to staff, County officials, and/or the public.
Maintains adequate amounts of a variety of supplies, materials and equipment in order to ensure availability of items needed for efficient operation; processes money received in order to account for loan payments, user fees, satisfaction of liens, and/or fines.
Performs related work as assigned.WORK ENVIRONMENT
Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.
Performs light work that involves walking, sitting or standing most of the time, or skill, adeptness and speed in the use of fingers, hands or limbs on repetitive operation of electronic office equipment within moderate tolerances or limits of accuracy.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.SPECIAL INFORMATIONAmericans with Disabilities Act (ADA) Compliance:Broward County is an Equal Opportunity Employer. The ADA requires Broward County to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management. 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.