Position Description
Pinellas County Government offers an excellent benefits package.
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Administrative Support Specialist 1
ID 4060
Pay Range
Anticipated Starting Salary: $37,793.60 – $60,486.40
Close Date: 7/2/21
Working Title: Administrative Support Specialist
Locations: 501 1st Avenue North, St. Petersburg, FL
Performs independent administrative support work in budget, personnel, payroll, purchasing, risk management, finance or service desk, computer support, or other department subject matter specific services, activities, or programs; provides administrative responsibility of one or more specific department-wide operations and activities for the County or an office of moderate size and/or supporting field personnel.
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 Requirements
- 3 years of clerical experience preparing, processing, and maintaining administrative records; or
- Associate’s degree in a related field plus 1 year experience preparing, processing, and maintaining administrative records; or
- An equivalent combination of education, training, and/or experience.
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:
- Excel, Outlook, Word
- SharePoint
- Effective Communications: Clarity, Conciseness, Approachable, and Responsive
- Planning and coordinating operational and administrative activities.
- Phone Etiquette
- Proofreading
- Continuous development
Illustrative Tasks (These are examples and are not all inclusive.)
- Receives visitors, telephone calls, and inquiries for the department director, 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.
- Prepares purchase orders and use of P Card to acquire material and services.
- 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 data bases, record systems, documents, and case files.
- Conducts training classes in area of assignment for both inter and intra-departmental 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 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 use of word processing equipment.
- Skill in the operation of a typewriter and in taking and transcribing of dictation.
- 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.
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