Senior Administrative Support Specialist

Under direction, the Senior Administrative Support Specialist can perform nearly the full range of duties assigned with only occasional instruction or assistance as needed. Incumbents perform complex and responsible functions, including leading a variety of projects and performing necessary research. Works with considerable independence and initiative.

• Maintains calendars by scheduling bids, advertisements, interdepartmental and residential meetings.

• Maintains file systems for all projects, renews licenses, certifications, and membership dues to organizations affiliated with Public Works Department.
• Answers telephone and greets visitors; provides information and assistance; refers to appropriate personnel; responds to email correspondence.
• Sets up accounts with current Electric Company in regard to crosswalks, streetlights, and new subdivision accounts.
• Manages accounts and contracts for Bay County signalization and Florida Department of Transportation (FDOT) mowing services.
• Handles complaints or issues with passport parking application for the public parking lots within the CRA district.
• Composes routine letters, memos, reports and other communications as needed for Public Works Department staff.
• Assists with monitoring time sheets for accuracy for all Public Works Employees on a bi-weekly basis.
• Creates procedure manuals and/or forms for Public Works Department as required.
• Reconciles, reviews, and allocates invoices for payment; ensures purchases follow City policy and procedure.
• Coordinates any special purchase request, bids and purchases, with the Field Operations Manager, reaches out to vendors for pricing and or specialty items, vehicles and equipment for Public Works Department.
• Coordinates tagging and registering all public works equipment. Maintains accurate records of all Public Works assets.
• Accepts deliveries for the Public Works Department and coordinates with the Utilities Department on deliveries as needed. Assists with accident reports and workers’ compensation claims. Ensures employees complete drug testing per policy and submits vehicle information following an accident.
• Assists with department onboarding; issues uniforms and maintains inventory of departmental supplies and equipment.
• Oversees monthly invoicing of various agencies.
• Assists Public Works staff in the preparation of public bid contract documents.
• Assists Public Works staff in preparation of agenda items for City Council Meetings.
• Books travel arrangements, per diem, and registration for seminars/training for all Public Works staff.
• Assists with tracking, monitoring and reporting functions for Emergency Management within the City limits.
• Prepares and maintains vehicle mileage records, daily work logs, training, equipment and maintenance logs for Public Works Department personnel.
• Maintains accurate logs of equipment, vehicles, materials, tools, parts and other Fleet related operations.
• Generates statistics; tracks, researches, collects, and compiles data; prepares reports and supporting charts; verifies reports for accuracy; collates reports; requests additional information as needed. Creates organizational charts.
• Performs assigned special projects.
• Acts as a Notary Public.
• Performs related duties as assigned.

• High school diploma or GED; three (3) years of experience in administrative operations.
• Possession of or the ability to obtain a Florida driver’s license with safe driving record upon employment.
• Completion of customer service, business, project management or equivalent training class within one of year employment based on supervisory approval.
• Possession of a Certified Administrative Professional certification within 18 months of employment.
• Commissioned to act as a Notary Public in the State of Florida; or the ability to obtain within six (6) months of employment.
• Equivalent combination of education, experience and training may be considered.

• Knowledge of modern office practices and procedures.
• Knowledge of basic accounting principles.
• Knowledge of city payroll and purchasing policies and procedures.
• Knowledge of city and departmental policies and procedures.
• Knowledge of computers and job-related software programs.
• Knowledge of basic mathematics, grammar, punctuation, spelling and vocabulary.
• Skill in prioritizing and organizing work and meeting deadlines.
• Skill in the provision of customer services.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer,…