Senior Administrative Associate

Salary : $39,270.40 - $64,812.80 Annually
Location : Public Works - 2280 Miccosukee Rd. Tallahassee, FL
Job Type: Career Service Full Time
Job Number: 058-26
Department: Department of Public Works
Division: FLEET MAINTENANCE
Opening Date: 06/13/2026
Closing Date: 6/26/2026 11:59 PM Eastern
Pay Grade: 104

General Description of Duties
GENERAL DESCRIPTION OF DUTIES
This is advanced and highly responsible administrative, customer service, and office support work. Work involves providing administrative and office support for the four Programs in the Division of Operations. This position's primary function is to handle the day-to-day internal Human Resources responsibilities for the Division's 138 employees and is the INFOR Database Systems primary data entry person for maintaining the computerized equipment and employee changes.

Work also involves responding to Citizens Connect inquiries, supporting the Division's Call Center, and serving as a backup receptionist and performing radio dispatcher duties.

NOTE:
The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The

Job Description Questionnaire (JDQ) reflects a more detailed description of the position. Neither the job description nor the JDQ constitutes an employment agreement. Both are subject to change as the needs of the County and requirements of the job change.

ESSENTIAL DUTIES
Handles INFOR Software/Work Order Management/Call Center. Generates, prints and distributes work schedules, as needed and in the absence of the Program Supervisor. Responsible for adding and expiring small and large equipment in INFOR and accurate coding of equipment utilizing the current schedule of Federal Emergency Management Agency (FEMA) codes for cost of operating equipment, tracking expenditures and reimbursements. Maintains filing system for work orders, field sheets and work sheets for reference purposes.

Generates investigations and service requests taken from citizens and County staff complaints, and forward to investigator. Serves as back-up to Senior Administrative Associate in completion of necessary forms for FEMA reimbursement. Assists Senior Administrative Associate in adding assets, streets and landscapes in INFOR and maintaining monthly files for Crew Production Reports. Responsible for adding, deleting, transferring employees and/or equipment in INFOR to the appropriate crew for the purpose of correct crew assignment for completion of daily field work sheets and associated costs.

Plans and provides INFOR training to all new INFOR users within Operations and current INFOR users on new initiatives involving INFOR.

Provides administrative support. Types correspondence, agendas, reports, meeting minutes and forms. Handles office supply requests; prepares and orders list of needed supplies and maintains adequate inventory. Distributes to Division personnel County-wide notices, memos, letters, Policies and Procedures Manuals and updates as they are received from Human Resources. Maintains maintenance manuals with new information. Files and maintains all correspondence, notice of injuries, evaluations, Personnel Action Forms, certificates, et cetera in a locked file cabinet.

Updates phone list, speed-dial numbers, emergency contact numbers, et cetera. Sorts and distributes incoming mail appropriately. Prepare and process outgoing mail. Serves as back up to other Administrative Associates. Serves as backup to Sr. Administrative Associate for preparing written cost estimates for private road repairs and private sign fabrication and repairs through the use of INFOR work crew personnel assignment, equipment and/or material costs.

Serves as backup to Sr. Administrative Associate for entering pauper burials at Serenity Cemetery utilizing the App Xtender program.

Serves as secondary receptionist/radio dispatcher. Greets, announces and routes a variety of County staff and the general public by phone and in person. Responds to Citizens Connect inquiries. Provides general information about the Division of Operation's programs and activities. Dispenses general information…