Administrative Specialist

Salary:

Administrative Specialist I - $21.90 - $27.36 Hourly

Administrative Specialist II - $23.41 - $31.23 Hourly

Senior Administrative Specialist - $25.10 - $33.41 Hourly

Please submit a cover letter with your application

Toho Water Authority is seeking a highly organized, proactive, and detail-oriented Administrative Specialist to provide executive-level administrative support to the Chief Engagement Officer, who leads the People Services Division. This division includes Human Resources, Public Relations, Safety & Risk Management, and the Records Management Center.

This position serves as a trusted business partner to the Chief Engagement Officer. The role coordinates projects, manages executive administrative functions, and ensures smooth operation of diverse priorities. The ideal candidate enjoys managing multiple projects simultaneously, exercises exceptional discretion when handling confidential information, and continually looks for opportunities to improve processes and organizational efficiency.

This is an excellent opportunity for an experienced administrative professional who enjoys supporting executive leadership while working on projects that impact the entire organization.

As the Administrative Specialist supporting the People Services Division, you will:

• Provide executive administrative support to the Chief Engagement Officer.
• Coordinate meetings, workshops, leadership sessions, and cross-functional projects involving multiple divisions throughout the organization.
• Track projects, action items, deadlines, and follow‑up activities across the People Services Division.
• Managing scheduling priorities, travel arrangements, conference registrations, and expense reporting.
• Assist with budget tracking, leave and payroll support, and administrative financial processes.
• Support special projects, organizational initiatives, and executive priorities as assigned.
• Prepare professional correspondence, presentations, reports, meeting materials, agendas, and executive communications.
• Serve as the division coordinator for all Board agenda items, ensuring agenda materials are complete, routed, approved, and submitted within established deadlines.
• Coordinate procurement activities including purchase requisitions, purchase card (P‑Card) transactions, invoice processing, and vendor documentation. Examples include: white fleet, PPE, community events, branding/advertising, and recruiting.
• Manages administrative duties for the division’s purchasing (i.e., Amazon purchases, etc.).
• Maintain organized electronic records and administrative documentation in accordance with organizational policies and Florida public records requirements.
• Continuously identify opportunities to streamline administrative processes and improve operational efficiency.
• Extra‑curricular activities could include participation in the Events Committee, Retirement Committee, Safety Ambassadors Committee, etc.

The successful candidate is someone who:

• Maintains the highest level of professionalism, integrity, and discretion.
• Has experience working with highly confidential information, including personnel matters and sensitive employee information such as protected employee health‑related information.
• Enjoys organizing complex projects and coordinating multiple stakeholders.
• Is naturally organized and able to prioritize competing deadlines.
• Thinks creatively and proactively solves problems before they become issues.
• Communicates professionally with employees, executives, vendors, elected officials, and members of the public.
• Is comfortable working independently while supporting a collaborative leadership team.
• Takes pride in producing polished, accurate, executive‑quality work.

• High School Diploma or GED.
• Minimum of three (3) years of progressively responsible executive administrative or administrative support experience.
• Experience supporting a professional leadership role.
• Experience coordinating projects involving multiple departments.
• Valid Florida Driver License.

• Experience supporting executive leadership, legal, HR, Risk, government, or public sector operations.
• Experience preparing Board agenda…