Administrative Specialist - All Levels

General Description

Toho Water Authority is seeking an Administrative Specialist to provide executive-level administrative support to the Chief Engagement Officer, who leads the People Services Division. This division includes Human Resources, Public Relations, Safety & Risk Management, and the Records Management Center. The position serves as a trusted business partner to the Chief Engagement Officer.

Essential Functions

• Provide executive administrative support to the Chief Engagement Officer.
• Cook up meetings, workshops, leadership sessions, and cross-functional projects involving multiple divisions throughout the organization.
• Track projects, action items, deadlines, and follow-up activities across the People Services Division.
• Manage scheduling priorities, travel arrangements, conference registrations, and expense reporting.
• Aid with budget tracking, leave and payroll support, and administrative financial processes.
• Support special projects, organizational initiatives, and executive priorities as assigned.
• Prepare professional correspondence, presentations, reports, meeting materials, agendas, and executive communications.
• Serve as the division coordinator for all Board agenda items, ensuring agenda materials are complete, routed, approved, and submitted within established deadlines.
• Cook up procurement activities including purchase requisitions, purchase card (P-Card) transactions, invoice processing, and vendor documentation.
• Examples include, white fleet, PPE, community events, branding/advertising, and recruiting.
• Manage administrative duties for the division’s purchasing (ie Amazon purchases, etc.).
• Maintain organized electronic records and administrative documentation in accordance with organizational policies and Florida public records requirements.
• Continuously identify opportunities to streamline administrative processes and improve operational efficiency.

What We're Looking For

The successful candidate is someone who:

• Maintains the highest level of professionalism, integrity, and discretion.
• Has experience working with highly confidential information, including personnel matters and sensitive employee information such as protected employee health-related information.
• Enjoys organizing complex projects and coordinating multiple stakeholders.
• Is naturally organized and able to prioritize competing deadlines.
• Thinks creatively and proactively solves problems before they become issues.
• Communicates professionally with employees, executives, vendors, elected officials, and members of the public.
• Is comfortable working independently while supporting a collaborative leadership team.
• Takes pride in producing polished, accurate, executive-quality work.

Minimum Qualifications

• High School Diploma or GED.
• Minimum of three (3) years of progressively responsible executive administrative or administrative support experience.
• Experience supporting a professional leadership role.
• Experience coordinating projects involving multiple departments.
• Valid Florida Driver License.

Desirable Qualifications

• Experience supporting executive leadership, legal, HR, Risk, government, or public sector operations.
• Experience preparing Board agenda items or executive-level meeting materials.
• Experience with procurement processes, purchase orders, P-Cards, and invoice processing.
• Experience with budgets and data analytics.

Technical Skills

• Intermediate proficiency with: Microsoft Excel, Microsoft Word, Microsoft PowerPoint, Microsoft Outlook.
• Desirable: Microsoft Teams, SharePoint, Adobe Acrobat Professional, Canva, Laserfiche or electronic records management systems, Electronic agenda management systems, Electronic signature platforms, ERP or financial systems, PowerBI.

Why Join Toho Water Authority?

This role offers the opportunity to work directly with executive leadership while supporting initiatives that positively impact employees across the organization. You'll be part of a collaborative leadership team that values innovation, professionalism, continuous improvement, and exceptional public service. Office environment is casual to business casual. Competitive pay and excellent benefits.

Physical Demands

• Sit.
• Use hands to handle or feel and talk or hear.
• Frequent reaching with hands and arms.
• Occasional standing; walking and bending, kneeling, squatting, or crawling.
• Frequent lifting and/or moving up to 10 pounds and occasionally lifting and/or moving up to 25 pounds.
• Close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Working Conditions

• Indoor, flat surface, noise, sitting with occasionally walking and standing.

Health, Dental, and Vision

• Medical Insurance
• Employee Onsite Wellness Center
• 401(a) and 457 Retirement Plans
• Retirement Match
• Group Basic Life Insurance / AD&D
• Paid Vacation and Holidays
• Paid Sick Time / Sick Bank
• Employee Assistance Program
• Flexible Spending Account Program
• Dependent Care (FSA)
• Longevity and Christmas Bonuses
• Tuition Reimbursement

Required Questions

• 01 What is the highest degree or level of school you have completed? If currently enrolled, highest degree received.
• 02 How many years of relevant experience do you have in administrative support or project management?
• 03 Please rate your level of proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook).
• 04 Please share how your experience, skills, and education have prepared you for this role.
• 05 Do you currently possess a valid State of Florida Class E Driver's License? If not, are you willing and able to obtain prior to employment?
• 06 Have you included a cover letter with your application?