Administrative Support Specialist 1
Working Title: Administrative Support Specialist 1
Location: 440 Court Street, Clearwater, FL 33756
Human Services is seeking an innovative person to join our dynamic team in administering justice initiatives for Pinellas County. This position involves independent administrative office support work aiding the Justice Coordination Section. Areas of specialty include financial management of billing system, accounts receivable and responsibilities such as managing calendar, scheduling travel, assisting with budget preparation and expense reports. Additional office responsibilities may include assisting with confidential personnel issues, purchasing, grant administration, and other department or subject matter specific services, activities or programs.
Duties may include administrative responsibility of one or more specific department-wide operations and activities for the office and/or supporting field personnel. An employee in this class has full departmental responsibility for ensuring the supporting administrative areas of assignment are completed in accordance with laws, policies, and procedures, by given deadlines. At this level, employees regularly develop work processes and procedures and may serve the administrative needs of the director and/or several managers or supervisors. Problem solving requires research and analysis of a generally routine nature involving the identification and analysis of the components of the problem situation. Completed work is usually evaluated for conformity to policy and requirements. An employee in this class exercises a high degree of independent judgment and is required to have an extensive working knowledge of departmental operations, and in particular, the incumbent’s agency or departmental area of assignment.
Position Specific Qualifications
Experience – professional experience providing accounting support while preparing, processing, and maintaining financial administrative records.
- 3 years of experience as described above; or
- Associate degree in a related field plus 1 year of experience as described above; or
- Bachelor’s degree in a related field and some experience as described above.
Additional Requirements
- Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.
Highly Desirable
- Advanced skills in use of Microsoft Word, Excel with strong financial management experience.
Illustrative Tasks (These are examples and are not all inclusive.)
- Receives visitors, telephone calls, and inquiries for the department. Ascertains nature of business, personally handles those requesting information, appointments, and as many others as possible, and directs remainder either to appropriate authority for disposition.
- Receives and screens incoming mail, routes correspondence, and prepares and sends outgoing correspondence;
- Maintains appointment calendars and advises director and managers of important meetings.
- Coordinates, administers, and manages special projects for directors and researches and prepares reports on administrative matters for associates, managers, and others.
- Develops and oversees records management controls, develops procedures, either automated or manual, and trains staff in usage.
- Processes, codes, and maintains personnel, payroll, property control, purchasing, claims, and/or fiscal records, performs arithmetical calculations, and compiles reports for manager’s information.
- Coordinates clerical and administrative activities of several department sections.
- Coordinates the activities of volunteer personnel as needed within the section or department.
- Acts in a confidential capacity in related secretarial and office tasks.
- Trains new users in computer applications and applies computer technology to improve work processes.
- Compiles and analyzes data and prepares statistical and other reports for customers and managers.
- Provides information on department policies, procedures, and operations and maintains legal compliance.
- Trains and/or leads employees, reviews work, assigns duties, assists, trains, or advises technical or clerical employees, and develops group operational procedures.
- Prepares or directs the preparation of documents, claims, department paperwork, requisitions, purchases, delivery of service, equipment, commodities, materials, and supplies, resolves problems with customers, contractors, agencies, vendors, departments, and/or providers, maintains records of activities to coordinate workflow, maintains schedules, and meets quality requirements.
- Maintains, monitors, processes, and tracks workload, statistics, grants, schedule, financial, and other information on behalf of management.
- Conducts analysis and reviews paperwork, reports, bills, claims, applications, and other records covering government related costs and requests for services, processes claims, refers service providers, customers, and employees to others for assistance, and maintains databases, record systems, documents, and case files.
- Conducts training classes in area of assignment for both inter and intradepartmental staff.
- Operates personal computer and performs data processing functions including using available software packages, encoding data, report generation, data entry, retrieval, and other specialized and routine computer operations.
- Schedules internal and external meetings and conference calls, prepares agendas, and takes meeting minutes.
- Performs other related job duties as assigned.
Knowledge, Skills and Abilities
- 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, depending on area of assignment, in public safety, medical, health, utility, election, procurement, real estate, utilities, public works, and other department or subject matter specific services, activities or programs.
- Knowledge of the principles and procedures of office management and supervision.
- Knowledge of business English, spelling, arithmetic and bookkeeping standards.
- Skill in operating a personal computer using prescribed software applications including typing into automated computer information systems and skill in the operation of commercial word processing, database, and spreadsheet programs.
- Skill in making formal oral presentations to staff.
- Ability to plan, organize and communicate information to all departmental employees.
- Ability to develop effective office or field work procedures and clerical training programs.
- Ability to provide information correctly and concisely, orally and in writing.
- Ability to maintain database system for billing and accounts receivable.
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