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Careers

Coordinated Services Administrative Assistant

Position Overview

Description:

Enjoy multi-tasking and working in a fast paced environment on a wide variety of administrative tasks? CareerSource Broward (CSBD) may just have the job for you! Apply now for the opportunity to provide administrative support to the Human Resources & Fiscal Departments, performing challenging administrative work for these departments and other staff as assigned. Share your cheerful telephone voice and customer service skills as you provide coverage of the agency’s Front Desk Receptionist. Apply now for this exciting opportunity!

  • Prepare documents including correspondence and reports, ensuring proper grammar, spelling, punctuation, and formatting.
  • Serve as the primary back-up for coverage of the agency’s Front Desk Receptionist.
  • Answer routine questions and provide information as required.
  • Maintain department files and filing systems for HR and Fiscal Departments.
  • Scan, create files and maintain each department’s filing systems as needed
  • Prepare files and submit them for archive and storage.
  • Scan and update employee files in the agency's DMS System.
  • Match accounts payable invoices with checks to ensure that checks correspond to invoice amounts.
  • Reconcile billing and prepare check requisitions for assigned account(s).
  • Prepare purchase requisitions as directed.
  • Open, sort, and distribute incoming mail.
  • Distribute and/or mail check and vouchers to vendors, staff and participants as needed.
  • Ensure appropriate documentation for distributed checks is completed and maintained.
  • Operate copiers and other office equipment.
  • Communicate with coworkers, management, staff, clients, the general public, and others in a courteous and professional manner.
  • Assist with coordinating and scheduling interviews.
  • Assist with conducting reference checks.
  • Maintain applicant tracking information for all posted CSBD positions.
  • Establish and prepare register and position files for CSBD posted positions as needed.
  • Maintain adequate separation of duties as designated by Sr. Vice President of Finance and/or stipulated by internal control processes.
  • Conform with and abide by all regulations, policies, work procedures, and instructions for internal controls.
  • Respond promptly when returning telephone calls and replying to correspondence and faxes.
  • Assist Contract Payment Clerk to check Employ Florida/OSST to confirm ITA Training
  • Assist with checking and verifying mileage calculations for staff and providers requesting mileage reimbursements.
  • Assist with checking Support Services Requests.
  • Distribute invoices coming in through drop boxes, to the appropriate departments.
  • Maintain spreadsheets of monthly expenditures to ensure billing for all months are received and payments are made.
  • Assist with updating weekly cash order.
  • May be assigned other responsibilities on a temporary or ongoing basis as necessary for the delivery of quality service within the Departments or CSBD as an organization.

Requires a high school diploma or equivalent (Associates degree preferred) with knowledge of office procedures plus two years experience in an administrative or senior clerical position. Must be proficient in Microsoft Office Suite, detail oriented and able to perform mathematical calculations and spreadsheet functions. Good communications and interpersonal skills are necessary. Must be proficient and accurate in the use of office equipment such as a computer, calculator, telephones, copying machine, etc. The ability to establish and maintain effective working relationships with other employees at all levels and the general public; the ability to effectively communicate orally and in writing and the ability to perform many tasks in a short time frame is necessary.

How To Apply

All applicants must have a CareerSource Broward (CSBD) candidate account. To apply for the selected position, please create an account or log in to your existing candidate account. Applicants are required to submit the documents listed on the account page in order to be considered for current CSBD vacancies. Only candidates selected for interview will be contacted.

New here? Create an account to apply

IMPORTANT – IT IS REQUIRED FOR YOU TO ACTIVATE YOUR ACCOUNT IN ORDER TO SUBMIT YOUR APPLICATION.

Once you fill out the “CREATE AN ACCOUNT TO APPLY” information and click on “Register”, you will receive an email from CareerSource Broward asking you to activate your account. Please make sure to check your spam folder if you do not receive this email in your inbox.