Working Title: Administrative Support Specialist 1
Location: 400 South Fort Harrison Avenue, Clearwater, FL 33756
Attention: Innovative administrative professionals with a passion for technology. The Office of Technology and Innovation is seeking an Administrative Support Specialist 1 to support us as we strive to meet the growing challenges of technology across diversified BCC departments. The individual in this role will perform independent administrative office support work to include cost center reporting, budget transactions, I-expenses processing, Opus approvals and other department or subject matter specific services, activities, or programs.
Position Specific Qualifications
- 3 years of experience performing a variety of administrative functions including the use of Microsoft Office applications; or
- Associate degree plus 1 year experience as described above; or
- An equivalent combination of education, training and/or experience; or
Additional Requirements
- Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.
Highly Desirable
- Working knowledge of or proficiency in SharePoint.
Illustrative Tasks
- Maintain department cost centers, running reports and making sure that they align and with business transactions and have accurate account strings.
- Process all I-expenses for the department including P-Card and Travel.
- Process all change orders/Requisitions/ and approvals for transactions within and for the dept or what the department maintains.
- OPUS approvals for transactions to ensure GL’s are correct and the internal approvals are accounted for.
- Maintain and manage contractor accounts/ process their PO’s.
- Maintain office materials/maintenance orders.
- Maintain training requests and ensuring all associated costs that may be incurred.
- Maintain all certificate records for employees and making sure all employees are current on their training.
- Fixed Asset Management record keeper with asset onboarding, transfers and record maintenance.
- Take minutes at business meetings.
- Responsible for scheduling training courses, events and travel.
- Assisting in departmental hiring process (building requisitions, scheduling interviews, etc.); also develops and maintains an on-boarding process.
- Receives and screens telephone calls, greets office visitors and provides information requiring a broad knowledge of department programs, operations, policies and procedures.
- Receives and screens incoming mail, routes correspondence and independently composes and types routine correspondence or memoranda on word processing and data entry equipment.
- Maintains fiscal, operating, personnel and office files; indexes documents for filing, locates and periodically purges records.
- Completes routine forms to summarize or document information; checks, verifies and corrects information on documents; operates a variety of office equipment.
- Schedules conferences and meetings; coordinates meetings and staff actions on behalf of the department manager.
- Summarizes and assembles reports and information required by department manager and organizes materials and data to assist in report generation.
- Performs related work as assigned or required.
Knowledge, Skills & Abilities
- Knowledge of business English, spelling, punctuation, arithmetic and office practices, procedures and equipment.
- Skill in the use of the personal computer, basic computer applications, and a typewriter.
- Ability to search for, compile data and prepare reports from files and other sources applicable to the topic of concern.
- Ability to maintain and retrieve complex office files.
- Ability to rapidly acquire knowledge of administrative and procedural regulations and work independently on complex and confidential administrative tasks.
- Ability to compose effective and accurate correspondence, deal with non-routine matters without recourse to supervisors, make decisions in accordance with rules, regulations or policies and deal with the public in an effective and courteous manner
- Ability to work efficiently and effectively in a sensitive and confidential work environment supporting the needs of multiple executives and senior public officials.
- Ability to research information and solve administrative operations issues.
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