Administrative Support Specialist

The position of Administrative Support Specialist is an administrative and advanced clerical position. Work includes a wide variety of clerical and administrative tasks, which require independent judgment, and the general knowledge of laws, regulations and policies of the City. This position reports to the Department Head.

• May serve as backup to receptionist during breaks and scheduled time off.
• Schedules meetings and maintains departmental calendar as needed.
• Takes dictation and/or notes at City meetings; transcribes into written form.
• Performs a variety of research on behalf of the Department Head.
• Composes and types routine correspondence, handles routine complaints and service requests, greets visitors and the general public.
• Develops, processes and maintains specialized reports, records and forms.
• Updates content on the City’s website as needed.
• Processes invoices, purchase orders and other miscellaneous financial transactions.
• Maintains inventory and supply purchases.
• May be responsible for petty cash, cash receipts and preparation of deposits.
• May update leaflets and information for department programs.
• May proactively seek out new department programs.
• Performs other related duties as assigned.

High school diploma or GED equivalent.

Two (2) years of responsible clerical experience.

Valid Florida Driver’s License with acceptable driving record.

• Knowledge of modern business English, business practices, methods, procedures and office equipment.
• Knowledge and understanding of department tasks and the role of the departmental staff within the organization.
• Ability to demonstrate skill and proficiency with Microsoft Office software.
• Ability to express ideas clearly and concisely, orally and in writing.
• Ability to meet and communicate with the public in a professional manner.
• Ability to operate standard office equipment including, but not limited to, computers, printers, scanners, fax machines, telephone systems and copiers.
• Ability to anticipate work to be accomplished and initiates appropriate and acceptable action for the completion of work with a minimum of supervision and instruction.
• Ability to exercise tact and courtesy in frequent contact with the general public.

• Crouching:
  Bending the body downward and forward by bending leg and spine.
• Grasping:
  Applying pressure to an object with the fingers and palm.
• Handling:
  Picking, holding, or otherwise working, primarily with the whole hand.
• Hearing:
  Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Kneeling:
  Bending legs at knee to come to a rest on knee or knees.
• Lifting:
  Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles.
• Manual dexterity such as: picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Mental Acuity:
  Ability to make rational decisions through sound logic and deductive processes.
• Reaching:
  Extending hand(s) and arm(s) in any direction.
• Repetitive Motion:
  Substantial movements (motions) of the wrist, hands, and/or fingers.
• Speaking:
  Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Standing:
  Particularly for sustained periods of time.
• Talking:
  Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Visual Acuity:
  Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.
• Walking:
  Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.

Work is performed in a dynamic environment that requires incumbent to be sensitive to change and responsive to changing goals, priorities, etc.