Administrative Support Specialist

About the role

The position of Administrative Support Specialist is an administrative and advanced clerical position. Work includes a wide variety of clerical and administrative tasks, which require independent judgment, and the general knowledge of laws, regulations and policies of the City. This position reports to the Department Head.

Responsibilities

• Serves as backup to receptionist during breaks and scheduled time off.
• Schedules meetings and maintains departmental calendar as needed.
• Takes dictation and/or notes at City meetings; transcribes into written form.
• Performs a variety of research on behalf of the Department Head.
• Composes and types routine correspondence, handles routine complaints and service requests, greets visitors and the general public.
• Develops, processes and maintains specialized reports, records and forms.
• Updates content on the City’s website as needed.
• Processes invoices, purchase orders and other miscellaneous financial transactions.
• Maintains inventory and supply purchases.
• May be responsible for petty cash, cash receipts and preparation of deposits.
• Maintains inventory and supply purchases.
• May update leaflets and information for department programs.
• May proactively seek out new department programs.
• Performs other related duties as assigned.

Qualifications and KSAs

• Educations and Experience: High school diploma or GED equivalent. Two (2) years of responsible clerical experience.
• Special Qualifications: Valid Florida Driver’s License with acceptable driving record.
• Knowledge, Skills And Abilities: Knowledge of modern business English, business practices, methods, procedures and office equipment. Knowledge and understanding of department tasks and the role of the departmental staff within the organization. Ability to demonstrate skill and proficiency with Microsoft Office software. Ability to express ideas clearly and concisely, orally and in writing. Ability to meet and communicate with the public in a professional manner. Ability to operate standard office equipment including, but not limited to, computers, printers, scanners, fax machines, telephone systems and copiers. Ability to anticipate work to be accomplished and initiates appropriate and acceptable action for the completion of work with a minimum of supervision and instruction. Ability to exercise tact and courtesy in frequent contact with the general public.