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CCC Administrative Coordinator

Category: Exempt
Pay Grade: 150
Job Code: 19222

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.  Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

JOB SUMMARY

Performs highly responsible communications support, administrative support and secretarial work for the Clerk of the Circuit Court, Director, or designee. Employees in this class perform a wide variety of complex administrative, communications, and outreach responsibilities for the Clerk’s Office requiring initiative, independent judgment, and extensive knowledge of the Unified Personnel System, communications, public records, and office-wide policies and procedures.  A portion of the work entails dealing with highly confidential and sensitive issues requiring a high degree of discretion and tact and involving continual inter-departmental relations and extensive public contact.  Work is performed under the general supervision of the Clerk of the Circuit Court, Director, or designee.

ESSENTIAL JOB FUNCTIONS (examples, not all inclusive)

• Facilitates and coordinates the receipt, acknowledgment, response, and tracking of all public records requests;
• Serves as the Clerk’s Position Maintenance Coordinator, collaborating with management and the Budget department to submit position or staffing changes and requests to Human Resources;
• Implements, maintains, and monitors position maintenance metrics; prepares and presents reports to the Administrative Director as needed;
• Composes letters, emails, and memoranda for signature;
• Assists the Communications Coordinator with facilitating the meeting of organization development teams for the purpose of diagnosing system problems and implementing strategies for increasing effectiveness;
• Assists individual managers and supervisors in implementing organizational changes in web services;
• Serves as Volunteer Site Coordinator for assignments in collaboration with the Clerk divisions and Human Resources ensuring efficiency and tracking in Pinellas County designated system;
• Serves as the Digital Accessibility Coordinator, coordinating accessibility services internally with content creators and webmasters and externally with contracted vendors to ensure remediated documents meet WAI standards;
• Updates procedures for digital document ADA remediation requests and handle compliance issues;
• Serves as the Security Awareness Coordinator to coordinate training modules for new hires and annual security awareness sessions;
• Tracks, maintains, and updates security awareness profiles for all team members;
• Serves as the Policies and Procedures Coordinator to revise, update, and track organizational policies and procedures in collaboration with the Clerk’s Policy Committee, utilizing PowerDMS or similar platforms for efficient document control and management;
• Serves as Clerk-wide Event Coordinator to plan, organize, and execute various Clerk-wide events throughout the year, including the Clerk Holiday Party, Clerk Picnic, Circle of Distinction Luncheon, Domestic Violence Awareness Month activities, Bring Your Child to Work Day, Employee Recognition Program, and other events designated by the Clerk;
• Serves as the DAPA (Disaster Assignment and Preparedness Assessment) Coordinator, managing documentation and reporting related to the DAPA, ensuring accurate reporting, and responding to management’s disaster assignment and preparedness needs;
• Serves on the Clerk’s Emergency Response Team, as designated before, during, and after emergency events and situations;
• Prepares and types various reports and materials including confidential information;
• Maintains comprehensive electronic and paper file systems and records, including personnel records;
• Gathers material for speeches/presentations;
• Operates a variety of office equipment and job-related software applications;
• Reads incoming mail or email, routes correspondence to the proper official or department, and responds within established guidelines;
• Maintains controls on correspondence, emails, requests, or documents, ensuring timely replies or actions;
• Receives visitors and telephone calls, determines business nature, and handles routine information/appointment requests;
• Performs other related job duties as assigned.

QUALIFICATIONS

Education and Experience:

Five (5) years of secretarial, communications, and internal or external outreach experience; or an equivalent combination of education, training, and/or experience.

Special Qualifications (May be required depending on area of assignment):

• Florida Driver’s License or Florida Commercial Driver’s License and endorsement, if any.
• Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.
• Ability to type at 55 words per minute is required.
• Other highly desirable knowledge, skills, abilities, and credentials relevant to a position.

Knowledge, Skills, and Abilities:

• Knowledge of the methods used in making statistical surveys and the preparation of reports;
• Knowledge of the functions, operations, and structure of the Clerk’s Office and Pinellas County Government;
• Skill in writing a variety of messages to a diverse audience;
• Skill in listening;
• Skill in assembling complex technical data in a reasonable, timely and comprehensive manner;
• Ability to apply computer applications and software;
• Ability to assist employees and managers with on-line services;
• Ability to establish good working relationships with other public agencies and the public;
• Ability to present oral and written comments and recommendations clearly, and concisely;
• Ability to communicate effectively in written and oral communications;
• Knowledge of business English, spelling, punctuation, mathematics, and modern office methods, practices and procedures, and equipment;
• Knowledge of official functions and personnel procedures;
• Ability to work independently on complex and confidential secretarial tasks, compose effective and accurate correspondence and deal with non-routine and complex tasks;
• Ability to deal and communicate with the public in an effective and courteous manner; establish and maintain effective working relationships with supervisors, other organizations, and the public;
• Ability to keep complex records and files and provide information correctly and concisely, orally and in writing.

PHYSICAL/MENTAL DEMANDS

The work is light work which requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects.  Additionally, the following physical abilities are required:

• Balancing: Maintaining body equilibrium to prevent falling while walking, standing, or crouching on narrow, slippery, or erratically moving surfaces. The amount of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium.
• Feeling: Perceiving attributes of objects, such as size, shape, temperature, or texture by touching with skin, particularly that of fingertips.
• Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Grasping: Applying pressure to an object with the fingers and palm.
• Handling: Picking, holding, or otherwise working, primarily with the whole hand.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Mental acuity: Ability to make rational decisions through sound logic and deductive processes.
• Reaching: Extending hand(s) and arm(s) in any direction.
• Repetitive motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Speaking/Talking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately, loudly, quickly, and concisely.
• Visual acuity: Have close visual acuity such as color differentiation, depth perception, and adequate field vision.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.

WORKING CONDITIONS

Work is performed in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs.