ID2961
$36,358 – $58,178 a year
Working Title: Administrative Support Specialist 1
Location: 14 S. Ft. Harrison Ave.; Clearwater, FL 33756
Specialized Field: Utilities Engineering
Exceeding customer expectations and promoting innovation embody the culture of Pinellas County Utilities. This is a highly independent secretarial and administrative position supporting the Utilities Engineering Division. This requires a high degree of internal and external public contact work, often of a particularly technical nature. A broad range of complex secretarial and administrative functions which requires an extensive working knowledge of the department and programs within Utilities.
Position Specific Qualifications
- 3 years of clerical experience preparing, processing, and maintaining administrative records, particularly those of a technical nature using the Microsoft Office Suite.
- An Associate’s degree in a related field plus 1 year of experience preparing, processing, and maintaining administrative records, particularly those of a technical nature using the Microsoft Office Suite.
- A Bachelor’s degree in a related field; or
- An equivalent combination of education, training, and/or experience.
Additional Requirements
- Possession and maintenance of a valid Florida Driver’s License.
- Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.
Highly Desirable
- Proficiency in SharePoint, Visio and Adobe.
- Strong written and verbal communication skills.
- The ability to handle sensitive and confidential matters with tact, diplomacy and poise.
- Duties place emphasis on independent actions, self-direction, and sound judgment.
- Detail-oriented with a focus on accuracy and timeliness.
- Possess strong organizational skills.
- Ability to manage and prioritize multiple tasks.
- Professional, dependable and team player.
- Ability to compile and analyze data and prepare statistical reports for customers and managers.
- Knowledge of, and experience with, identifying, developing and implementing policy and procedures.
- Strong problem-solving skills.
Illustrative Tasks (These are examples and are not all inclusive.)
Provides direct administrative support for the Engineering Section Managers, and their teams, such as:
- Assist with the creation of PowerPoint presentations and supporting documents.
- Maintain a high level of confidentiality dealing with sensitive matters.
- Receive and screen telephone calls, greet office visitors and provide information requiring a broad knowledge of Department programs, operations, policies and procedures.
- Receive and screen incoming mail, routes correspondence and independently composes and types routine correspondence or memoranda.
- Maintain control on incoming and outgoing correspondence and documents to ensure timely replies.
- Manage calendar, e-mail, citizen responses, CATS, etc.
- Coordinate travel for Engineering and Operations Divisions.
- Provide oversight of Engineering documents, records and file management.
- Summarize and assemble reports.
- Schedule conferences and meetings, prepare agendas and take minutes.
- Prepare documents and provide backup for BCC board meetings – items on agenda, OPUS assistance.
- Support the Department as First Responder in case of emergencies.
- Public records request liaison for the Engineering Division.
- Ensure Engineering Division’s conformity with, and consistent implementation of, Department policies and guidelines.
- Understand and support the goals of the Department and identify opportunities for improvements.
- Understand and support the general budgeting development, implementation and tracking process.
- Understand and support the principles related to performance management including tracking of metrics.
- Provide administrative support to the Wastewater/Stormwater Partnership.
- Create and update Division organizational charts.
Knowledge, Skills and Abilities
- Knowledge of business English, spelling, punctuation, and arithmetic
- Knowledge of modern office methods, practices, and procedures
- Knowledge of laws and rules governing procedures and legal requirements encountered in government office operations
- Knowledge of laws, rules, regulations, policies, and procedures as applied to highly specialized departmental administrative processes connected with delivery of public services
- Knowledge of modern recordkeeping practices
- Knowledge of County functional and structural organization
- Knowledge of Florida Public Records law Chapter 119 and how to fill public records requests
- Knowledge of use of word processing equipment
- Skill in making formal oral presentations to staff
- Ability to work independently on complex and confidential secretarial tasks
- Ability to keep complex records and assemble and organize data and prepare summaries of reports from such records
- Ability to apply computer applications and software
- Ability to compose routine and technical letters and memoranda
- Ability to make minor decisions in accordance with County ordinances and practice
- Ability to establish and maintain effective working relationships as necessitated by the work.
