Administrative Support Specialist | Senior Administrative Support Specialist

Administrative Support Specialist:

Under general supervision, this is an entry-level class in the Administrative Support Specialist series. Incumbents entering this class have limited related work experience. Generally, work is observed and reviewed during performance and upon completion.

Under direction, this is the advance-level in the Administrative Support Specialist series and is distinguished from the entry-level, by the ability to perform nearly the full range of duties assigned with only occasional instruction or assistance as needed. Incumbents perform more complex and responsible functions, including leading a variety of projects and performing necessary research. Works with considerable independence and initiative.

Incumbents may provide functional supervision to interns, clerical or other administrative support employees as assigned.

The Administrative Support Specialist/Senior Administrative Support Specialist is flexibly staffed position. The Senior Administrative Support Specialist is normally filled by advancement from the Administrative Support Specialist or, when filled from the outside, requires previous and directly related experience.

• Answers telephone and greets visitors; provides information and assistance; responds to a wide variety of questions; refers inquires as needed to appropriate personnel; responds to email correspondence.
• Performs administrative support functions such as data entry, typing, filing, reviewing, and processing paperwork.
• Reconciles, reviews, and allocates invoices for payment; ensures invoices follow City policy and procedure.
• Notifies field staff of customer service inquiries and requests; enters tickets into tracking database.
• Maintains departmental calendars; proofreads routine and technical documents; coordinates meetings and scheduling.
• Assists with specialized projects.
• Assists department with the procurement of items, including assisting with Request for Proposals, Invitation to Bids, and coordinating with procurement staff throughout the entire procurement process.
• Coordinates and manages departmental agenda items by maintaining calendars, scheduling meetings, preparing supporting documentation, and ensuring timely communication with department staff and stakeholders.
• Composes routine letters and replies on behalf of department staff.
• Assists with accident reports and workers’ compensation first report of injuries and helps to ensure proper procedures are followed.
• Assists with department onboarding; issues uniforms and maintains inventory of departmental supplies and equipment.
• Coordinates the tagging and registering of department equipment.
• Prepares reports for internal review and submission to the appropriate departments.
• Maintains and updates the department’s internal intranet pages, website or shared drives to ensure accurate and accessible documentation.
• Generates statistics; tracks, research, collects, and compiles data; prepares reports and supporting charts; verifies reports for accuracy; collates reports; requests additional information as needed.
• Researches, compiles, organizes, and analyzes data for special projects or reports as assigned.
• Assists with developing and maintaining procedure and reference manuals and/or forms.
• Books travel arrangements, per diem, and registration for seminars/training for all department staff.
• Prepares and maintains vehicle records.
• Performs related duties.

• High school diploma or GED; one year of experience providing administrative support.
• Possession of, or ability to obtain, a valid Florida driver’s license with a safe driving record within 30 days of employment.
• Possession of or the ability to obtain notary…