Administrative Support Specialist

Job Overview

The Hillsborough County is seeking a highly skilled Administrative Specialist II to support the Investigative Services Unit. As a key member of the team, you will be responsible for providing administrative support to investigators, ensuring the smooth operation of the unit, and maintaining the highest standards of professionalism and integrity.

Key Responsibilities

• Prepare and type responses to complainants and respondents, including sworn complaints and affidavits.
• Compose, edit, and type correspondence.
• Respond to inquiries from 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 complainants, respondents, 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 files.
• 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 units.
• 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, 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.

Requirements

• 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.
• Genuine interest in expanding knowledge and professionalism in County government and pursuing trainings and resources that will benefit the entire investigations team.
• Positive attitude in receiving direction and ability to follow direction given.
• Genuine interest in being part of a team and working with colleagues in case management through the timeframe of an investigation.
• Genuine interest in learning new things and giving feedback that will continue to improve processes.

Physical Requirements

• This job is performed in a professional office environment.
• This job is largely a sedentary role.
• This job may require the incumbent to lift boxed 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

• Bachelor's degree in the related area; AND
• Three (3) years of administrative/secretarial experience which included one or more years as an Investigative Support Secretary. 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; AND
• 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's License (Class E).

Career Progression

Employees in this classification that acquire the competencies and minimum qualifications for the next tier will be able to apply for promotional opportunities through a competitive selection process. Employees will not automatically be upgraded to the next tier. Reclassifying a position is based on business need and financial impact and is not based solely on the job competencies or qualifications of the incumbent.