BTS Management Support Specialist

BTS Management Support Specialist 1

Location: 400 S. Fort Harrison Ave., Clearwater, FL

Schedule: Primarily office‑based work with standard hours, Monday - Friday, 8 am - 5 pm, occasional schedule adjustments for travel coordination, training sessions, or month‑end reconciliations

The Management Support Specialist I will be performing transactional technical and administrative work to ensure accurate financial processing, compliant documentation, data quality, and coordinated operations across the department. The role emphasizes audit‑friendly oral and written communications, efficient Excel use (including models for reconciliation and tracking), and presentation of clear information to management and executive leadership.

This role has a heavy focus on internal customer service and maintaining compliance with County and department procedures and policies, as well as County travel guidelines and Florida Statutes.

• Routine reconciliations and standardized reporting follows documented workflows.
• Limited independent decision‑making; non‑routine exceptions are escalated to the appropriate authority.
• Responsibilities are support‑focused without ownership of workflows or leadership duties; participation and contributions in annual continuous improvement practice are highly encouraged and expected to keep processes updated.
• Prepare, process, and reconcile purchasing card (P‑Card) transactions; maintain supporting documentation and resolve routine discrepancies; escape non‑routine issues per established procedures.
• Support staff i‑Expense submissions (entry, validation, receipts, audit trail), ensuring accuracy, timeliness, and compliance with departmental workflows.
• Coordinate staff travel from start to finish to include event registrations; booking airfare, hotel, and ground transportation; calculating and documenting per diems; and assembling travel packets. All travel must be prepared in accordance with the County travel policy and Florida Statutes, using the most economical means and appropriate subsistence rules for Class A/B travel as defined in statute. Any non‑routine situations are escalated to the approving authority per policy.
• Maintain transaction logs, trackers, and dashboards; file and retain records per policy; prepare standardized summaries using existing templates.
• Coordinate department staff training logistics, rosters, certifications, and calendars to align with strategic direction, technology roadmaps, and budget constraints; track completions and update skills inventories.
• Prepare status reports and briefings for management/executive review; capture action items and follow‑ups in audit‑friendly language.

• Collect, scrub, and validate data from multiple sources; perform routine checks for completeness, duplicates, coding, and totals; document methods for auditability.
• Work within existing Excel spreadsheets, reports, and models to support reconciliations, budget tracking, staffing plans, and training rosters. Success in this role relies on accurate data entry, careful attention to detail, and an understanding of data types and table structures. Familiarity with features like Pivot Tables, XLOOKUP/SUMIFS, or Power Query is helpful;
  Power BI modeling/dashboards are a plus.
• Produce clear, executive‑ready summaries and visuals that highlight status, exceptions, and decisions needed; using standardized formats and established report templates.

• Assist with recruitment logistics (posting support, scheduling, candidate communications, interview materials, reference documentation).
• Coordinate onboarding/offboarding checklists: accounts and access, equipment assignment/return, orientation scheduling, and records updates; escalating any non‑routine discrepancies to HR or management.
• Prepare correspondence, forms, and standardized reports; manage calendars, meeting materials, supply orders, and service requests; support records retention and routine compliance tasks.

• Accuracy & Compliance:
  Understands and adheres to County policy frameworks; maintains complete documentation and audit trails.
• Data Discipline:
  Applies consistent methods for collecting, scrubbing, coding, and reconciling data; uses standardized templates for reports.
• Excel Efficiency:
  Builds practical models and trackers to support reconciliations, training plans, and budget visibility.
• Accountable Communication:
  Writes and speaks clearly, documents decisions, captures action items, and escalates issues appropriately.
• Customer Service:
  Provides responsive support to staff and management; meets deadlines with minimal rework.