Job details
Salary $38,542 – $61,672 a year
Full Job Description
Administrative Support Specialist
Classification Title: Administrative Support Specialst 1, C19
Location: 22211 US Highway 19 North, Clearwater, FL 33765
The Pinellas County Public Works Division of Environmental Management’s mission is to protect the County’s natural resources through assessment, compliance, outreach, and sound management. The Division is seeking a dedicated administrative professional to join our team.
This is independent administrative work providing primary office support for the Division of Environmental Management. The Administrative Support Specialist 1 reports to the Division Director and serves the administrative needs of several managers and supervisors requiring high-quality standards for accuracy and precision. The position is responsible for serving the overall administrative needs of the Division including answering citizen requests, scheduling travel, handling bank deposits and related reporting, purchasing and managing operating and office supplies, and submitting related expense reports. This position also serves as the primary contact for managing and tracking computer replacements, uniform ordering, and Division assets.
An employee in this class deals extensively with the public, sometimes on sensitive issues, requiring a high degree of tact and involving continual inter-departmental relations. Strong communication skills, both verbal and written, attention to detail, organizational skills, and multitasking skills are required. This position exercises a high degree of independent judgment and initiative and is required to have an in-depth working knowledge of Division operations.
Essential Job Functions
- Takes calls and inquiries for the Division from several platforms, including phone, hard-copy mail, email and web-based; ascertains nature of business, personally handles those requesting information, and directs remainder either to appropriate staff for handling, or refers out to other internal or external groups as needed; tracks incoming complaints in the appropriate database.
- Takes calls and answers questions from the public concerning the surface water assessment, assists with corrections, adjustments, and credit applications.
- Schedules appointments, coordinates and schedules meetings, and makes travel arrangements as necessary, including preparation of approval and reimbursement forms.
- Composes letters, emails, and memoranda for signature.
- Performs quality reviews of other memos and letters sent to the Director for signature; makes necessary grammar, spelling and formatting corrections prior to sending on.
- Prepares and collects data for reports and excel spreadsheets regarding performance measures, personnel, travel, operating, or budget information.
- Ensures office processes are followed and appropriate reviews and approvals are obtained in accordance with policies and procedures.
- Maintains controls on correspondence, emails, requests, or documents and follows up to ensure timely replies or actions.
- Provides information on department policies, procedures, and operations.
- Prepares documents, 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, maintain schedules, and meets quality control requirements.
- Coordinates, administers, and manages special projects, researches and prepares reports on administrative matters for staff, managers, and others.
- 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.
- Assists in development and updates of standards, policies and procedures.
- Prepares deposits and delivers to bank.
- Performs related work as assigned or required.
Position Specific Qualifications
Experience:Administrative support experience that includes 1 year of executive level administrative, multi-tasking automated office experience to include lead worker, supervisor, or supervisory experience.
Education: Degree in business, public administration, communications, or a related field.
- At least 3 years of experience as described above; or
- Associate degree as described above and at least 1 years of experience as described above; or
- Bachelor’s or higher-level degree as described above, and some experience as described above; or
- An equivalent combination of education, training, and/or experience.
- Possession and maintenance of a valid State of Florida Driver’s License upon hire with eligibility based upon evaluation of a Motor Vehicle Record (MVR) driving report.
- Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.
Highly Desirable
- Advanced skills in the use of Microsoft Outlook, Word, and Excel as well as Adobe Acrobat Professional for editing or creating documents or forms
- Experience with Microsoft Teams
- Experience with See Click Fix and/or Accela.
Knowledge, Skills, and Abilities
- Knowledge of and ability to use Microsoft applications including Outlook, Teams, Excel, Word, and Powerpoint.
- Knowledge of and ability to use Adobe acrobat professional version.
- Knowledge of and ability to utilize database systems.
- Ability and skills to remain calm with difficult conversations.
- Organizational skills to ensure supplies are available, office equipment is in working order, and mailings and deposits are timely.
- Ability to work effectively in teams.
- Knowledge of the principles and procedures of office management.
- Knowledge of business English, spelling, arithmetic and bookkeeping standards.
- Ability to work with teams to develop effective office or field work procedures and clerical training programs.
- Ability to communicate information correctly and concisely, orally and in writing
- Ability to handle difficult situations and customers in a calm and effective manner.
- Ability to be flexible and to adapt and adjust to changing assignments and program needs.
Physical/Mental Demands
This is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly. Additionally, the following physical abilities are required:
- Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
- Grasping: Applying pressure to an object with the fingers and palm.
- Handling: Picking, holding, or otherwise working, primarily with the whole hand.
- Visual ability: Sufficient to effectively operate office equipment including copier, computer, etc.; and to read and write reports, correspondence, instructions, etc.
- Hearing ability: Sufficient to hold a conversation with other individuals both in person and over a telephone; and to hear recording on transcription device.
- Speaking ability: Sufficient to communicate effectively with other individuals in person and over a telephone.
- Mental acuity: Ability to make rational decisions through sound logic and deductive processes.
- Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
- Repetitive motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
- Standing: Particularly for sustained periods of time.
- Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
Working Conditions
- Work is performed in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs.
This position has supplemental questions. If unable to complete all questions, you may save your answers as a draft during the application process and return at any time prior to the closing date. Please note that the application is complete upon final submission.
