Administrative Support Specialist

Administrative Support Specialist 1

Location:

PW Campus - 22211 US Hwy. 19 N., Bldg 16 Clearwater, FL 33765

Schedule:

Optional flexible work schedules, including hybrid schedule of up to 2 days remote.

* ONLY CURRENT EMPLOYEES OF PINELLAS COUNTY GOVERNMENT ARE ELIGIBLE TO APPLY.
* The Survey & Mapping Division is seeking a highly motivated Administrative Support Specialist who enjoys keeping operations organized, supporting a busy team, and ensuring everything behind the scenes runs smoothly. If you are proficient in Excel, have good organizational and time management skills, and are comfortable learning new technology, this role offers a great opportunity.

What Would You Do?

* Provide administrative and executive support to the Survey & Mapping Division

* Answer and direct phone calls while assisting residents, consultants, and staff in a professional and helpful manner

* Prepares and collects data for reports and excel spreadsheets regarding performance measures, personnel, travel, operating, or budget information.

* Perform data entry and maintain well organized digital and physical records

* Process expense reports, pcard payments, and other financial documents

* Track staff training, certifications, office activities, and project deadline

* Monitor expenditures to help ensure the division stays within budget

* Assist with preparing the division's annual operating budget

* Manage office supplies, equipment maintenance, mailings, and deposit

* Support and improve office workflows, procedures, and administrative processes

Use various technologies and database including Microsoft 365

* Schedules appointments, coordinates and schedules meetings, and makes travel arrangements as necessary, including preparation of approval and reimbursement forms.

* Composes letters, emails, and memoranda for signature.

* Performs quality reviews of other memos and letters sent to the Director for signature; makes necessary grammar, spelling and formatting corrections.

* Ensures office processes are followed, and appropriate reviews and approvals are obtained in accordance with policies and procedures.

* Maintains controls on correspondence, emails, requests, or documents and follows up to ensure timely replies or actions.

* Provides information on department policies, procedures, and operations.

* Prepares documents, department paperwork, requisitions, purchases, delivery of service, equipment, commodities, materials, and supplies; resolves problems with customers, contractors, agencies, vendors, departments and/or providers; maintains records of activities to coordinate workflow, maintain schedules, and meets quality control requirements.

* Coordinates, administers, and manages special projects, researches and prepares reports on administrative matters for staff, managers, and others.

* Operates personal computer and performs data processing functions including using available software packages, and routine computer operations.

* Assists in development and updates of standards, policies and procedures.

* Performs related work as assigned or required.

What Do You Need to Have?

Experience:

Administrative support experience that includes one (1) year of executive level administrative, multi-tasking automated office experience to include lead worker, supervisor, or supervisory experience.

Education:

Degree in business, public administration, communications, or a related field.

* At least three (3) years of experience as described above; or

* Associate degree as described above and at least one (1) year of experience as described above; or

* Bachelor's or higher-level degree as described above, and some experience as described above; or

* An equivalent combination of education, training, and/or experience.

Additional Requirements:

* Possession and maintenance of a valid State of Florida Driver's License upon hire with eligibility based upon evaluation of a Motor Vehicle Record (MVR) driving report.

* Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.

Highly Desirable

* Advanced skills in the use of Microsoft 365 as well as Adobe Acrobat Professional for editing or creating documents or forms.

* Experience with See Click Fix and/or Accela.

* Experience with Cityworks.

Knowledge, Skills, and Abilities

* Knowledge of and ability to use Microsoft applications including Outlook, Teams, Excel, Word, and Powerpoint.

* Knowledge of and ability to use Adobe acrobat professional version.

* Knowledge of and ability to utilize database systems.

* Exercise oral and written professional communication skills.

* Organizational skills to ensure supplies are available, office equipment is in working order, and mailings and deposits are timely.

* Ability to work effectively in teams.

* Knowledge of the principles and procedures of office management.

* Ability to handle difficult situations and customers in a calm and effective manner.

* Ability to be flexible and to adapt and adjust to changing assignments and program…