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Administrative Secretary
Job in
Bartow, Polk County, Florida, 33831, USA
Listed on 2026-06-02
Listing for:
Polk County, FL
Full Time
position Listed on 2026-06-02
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Virtual Assistant/ Remote Admin, Administrative Management, Clerical
Job Description & How to Apply Below
$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…
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