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Hillsborough County · 1 day ago

Administrative Specialist II (Investigative Services)

601 E Kennedy Blvd, Tampa, FL, 33602, US

Full-time

Onsite

Mid Level

$39K/yr - $61K/yr

3+ years exp

Hillsborough County is seeking an Administrative Specialist II to support their investigative services unit. The role involves performing a variety of secretarial and administrative functions, including preparing documents, scheduling meetings, and maintaining files to ensure efficient operations within the unit.

BillingGovernmentPublic RelationsWaste Management

Responsibilities

Prepare and type responses to complainants and respondents, including sworn complaints and affidavits

Compose, edit and type correspondence

Respond to inquiries from the complainants, respondents, witnesses and government agencies to provide general or detailed information, as appropriate

Act as liaison with witnesses and prepares subpoenas if necessary

Obtain information and prepares responses to requests from complainant, respondent, witnesses, human resources and human rights board

Notarize documents for the investigation team

Schedule board meetings, witness interviews, mediation conferences and other meetings to ensure the timely disposition of investigations

Take notes during investigative interviews

Summarize recorded interviews for investigators

Maintain files and tracks deadlines

File complaints, affidavits, responses and other documents in case file

Maintain and update investigation records in electronic document management systems

Enter data into the case management system

Maintains activity reports and submits appropriate documentation to specific unit

Prepare closed case reports and distribute to the appropriate investigator

Ability to take responsibility for multiple tasks at the same time and organize own work to ensure on-time and accurate completion, including handling requests that require immediate attention

Ability to work effectively independently and as part of a team

Manage the unit’s shared mailbox and answer or route queries appropriately

Coordinate the distribution of incoming and outgoing mail

Review and distribute incoming mail for the unit

Print, scan, and photocopy documents

Perform a variety of secretarial activities including transcribing dictation, interviews, maintaining supervisor's appointment calendar, and establishing and ensuring the maintenance of a comprehensive, central filing system

Perform business related activities and functions regarding investigative office administrative practices and procedures

Coordinate arrangements and agenda for Human Relations Board and board meetings and conferences; assemble materials, compile agenda and attend meetings

Maintain the strict confidentiality of records and reports pertaining to the work of the unit or department

May be required to be cross trained in the performance of basic investigative assistance and/or research

Performs other related duties as required

Qualification

Administrative proceduresMicrosoft Office SuiteCommunication skillsTranscriptionData entryCustomer serviceTeamworkConfidentialityInitiativePositive attitude

Required

Bachelor's degree in the related area

Three (3) years of administrative/secretarial experience which included one or more years as an Investigative Support Secretary

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

Possession of a valid Florida Driver's License

Knowledge of policies, procedures, and rules of the assigned department function or operation

Knowledge of processing administrative and secretarial procedures, such as word processing, files and records maintenance, transcription, and other related procedures

Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar

Skill in the use of computers, computer related software or programs, local networks, databases, and internet search engines

Skill in communication and effective writing

Ability to transcribe documents and information from different sources

Ability to handle restricted, sensitive, and confidential information

Ability to serve the public and represent the County with courtesy and professionalism

Ability to effectively lead or supervise lower-level administrative/clerical and administrative/secretarial staff

Considerable experience and comfort in basic office systems, including but not limited to, Microsoft office suite, Microsoft teams, adobe acrobat, and the internet

Friendly comforting and competent demeanor when dealing with the general public in difficult times

Confidence in ability to take initiative to research solutions, including those dealing with computer programs, when facing new situations

A genuine interest in expanding knowledge and professionalism in County government and pursuing trainings and resources that will benefit the entire investigations team

A positive attitude in receiving direction and ability to follow direction given

A genuine interest in being part of a team and working with colleagues in case management through the timeframe of an investigation

A genuine interest in learning new things and giving feedback that will continue to improve processes