Administrative Assistant-Cultural

Minimum Education and Experience Requirements:
Successful candidates must have two (2) years of technical clerical, administrative or closely related experience.

Special Certifications and Licenses:
None.

Preferences:

• Be proficient in preparing Americans with Disabilities Act (ADA) compliant documents in Word, Excel, PowerPoint and Adobe Acrobat.
• Is highly organized, energetic with the ability to handle multiple tasks simultaneously.
• Has extensive expertise in MS Suite – Outlook, Word and Excel and PowerPoint.
• Has experience in processing and paying invoices.
• Has expansive knowledge of common clerical procedures, including correspondence preparation, filing systems, business English and arithmetic.
• Has experience with database management.
• Ability to conduct research, assemble data and prepare reports.
• Ability to utilize various computer programs in the administration and management of arts programs and projects.
• Ability to plan and organize work independently.
• Ability to communicate effective both orally and in writing.
• Demonstrates familiarity with PeopleSoft, KRONOS Timekeeping, and Blackbaud Grantmaking (or similar grants management database).

 Duties and Responsibilities:

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.

Performs a variety of administrative support and clerical duties:

• Works under general supervision, independently developing work methods and sequences.
• Assists in coordinating grant programs, from application proposal to final reporting and close-out phase. 
• Works externally with cultural organizations and artists to follow-up on agreements, invoices, reports and payments.
• Assists with training facilitations and technical workshops to the general public for ongoing and prospective applicants.
• Arranges panel review meetings, prepares reports, presentations and coordinates meeting set-ups.
• Posts Sunshine meeting notices and on-line meeting agendas.
• Coordinates peer panelists with on-line application review process.
• Maintains contract agreements tracking in database.
• Manages requisitions in PeopleSoft and maintains tracking spreadsheet.
• Provides quality customer service and technical assistance via telephone, e-mail and in-person meetings. 
• Represents the Cultural Division in the community and participates in activities, as assigned. 
• Works effectively with County agencies to ensure integrity, accuracy, and timeliness. 
• Replies to requests for information from artists, cultural institutions and other County agencies.
• Proofreads contract agreements, marketing materials and other correspondence.
• Performs routine clerical and administrative duties and assist with other grant department duties, as assigned.

Physical Demands

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

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.

Americans 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 the Professional Standards/Human Rights Section.

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.

Salary : $21 - $33