Administrative Specialist

Overview

General Description

Salary
Administrative Specialist I: $21.90 - $27.36 Hourly
Administrative Specialist II: $23.41 - $31.23 Hourly

The purpose of this position is to offer administrative support to the assigned department. This is accomplished by answering and directing calls; handling travel arrangements; maintaining inventory; filing documents; complying with documents; completing work requisitions; acting as a liaison between the assigned department and division; managing payroll and correspondences; creating training for department; evaluating and directing work requests; and processing permits.

Other duties include handling complaints; organizing events; aiding with external special functions; organizing meetings; and supporting organization committees and groups.

The purpose of this position is to perform a variety of higher level administrative and office support tasks related to the function and department assigned. Work is performed under general supervision of the department director and may receive technical and functional supervision from other administrative or professional personnel. This position requires independent judgment to be exercised when performing various clerical and office support tasks.

Successful performance of the work requires the ability to exercise sound independent judgment, coordinate several activities, gather and analyze data and write reports while meeting critical deadlines and maintaining effective working relationships with internal and external customers.

Administrative Specialist I Essential Functions:

• Provides administrative support by creating correspondences; maintaining communications and personnel records; handling all claims and complaints; processing purchase requisitions and payroll; returning calls; evaluating reports and documents; and managing a calendar.
• Organizing duties for staff; assisting upper management; obtaining permits; processing work orders; and documenting work order requests.

Administrative Specialist II Essential Functions

• Build and maintain positive working relationship with co-workers, other employees and the community using principles of good customer service; represents and promotes Toho Water Authority to the community in a friendly, helpful and professional manner.
• Work to continuously improve effectiveness and efficiency of assigned and related tasks.
• Greet and screen all visitors and incoming calls, making referrals to appropriate personnel or personally resolving the matter. Provided both basic and specific information to telephone and in-person inquiries.
• Prioritize, distribute, and process incoming and outgoing mail for the assigned department.
• Provide administrative/secretarial support for management and/or staff of assigned department/division: relieve management staff of routine administrative tasks; screen telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; record and transcribe dictation; type, compose, edit, or proofread various documentation.
• Create, proofread and process a variety of documents including general correspondence, forms, memos, statistical charts and specialized documents from drafts, notes or verbal instruction. Review documents for accuracy, completion and conformance to established procedures.
• Monitor inventory of department supplies and forms; ensure availability of adequate materials to conduct work activities: initiate requests/orders for new or replacement supplies.
• Build and maintain positive working relationships with co-workers, other employees, and the community using principles of good customer service; promotes and represents Toho Water Authority to the community in a friendly, helpful, and professional manner.
• Identify and/or recommend cost control measures in the delivery of all services and functions within department and under area of responsibility.
• Processes department payroll, generates finance reports and assists with the development of annual budgets at the direction of department director.
• Performs related duties as assigned.

MINIMUM QUALIFICATIONS:

Required

Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain that required qualification would be:

Administrative Specialist I

• A High School Diploma or GED issued from an approved GED Administrator.
• Relevant experience in a related field is a plus.
• Must possess and maintain a valid State of Florida Class E Driver’s License.

Administrative Specialist II

• High School Diploma or GED issued from an approved GED Administrator.
• Four years of relevant industry or professional experience.
• Must possess and maintain a valid State of Florida Class E Driver’s License.

DESIRABLE QUALIFICATIONS:

• Strong organizational skills
• Proven ability to exercise sound, independent judgment, and discretion while…