Admin Specialist III (Building Dept.)

Administrative Specialist III

The purpose of this classification is to perform secretarial/administrative work associated with providing support and processing information/documentation relating to an assigned department/division.

Note: This position is assigned to the Building Department. The qualifications and essential functions listed below reflect the Town's standard Administrative Specialist III classification, which is used department-wide; duties specific to the Building Department are identified in the "Duties when assigned to the Building Department" section.

Essential Functions

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

General Duties:

Provides administrative support for the assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.

Provides secretarial/administrative support for management and/or staff of assigned department/division; relieves management staff of routine administrative tasks; screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; maintains department calendars and schedules meetings, appointments, or other activities; records and transcribes dictation, meeting proceedings, or other information; types, composes, edits, or proofreads various documentation; maintains confidential files.

Acts as liaison with other departments/divisions, professional individuals/groups, and the public in matters pertaining to office programs or operations; conveys information among division/department personnel.

Coordinates travel arrangements, flight reservations, accommodations, conference registrations, or other travel-related plans for department/division staff.

Performs customer service functions; answers telephone calls, greets visitors, or assists individuals in person; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; provides information/assistance regarding department/division services, activities, procedures, forms, fees, or other issues; distributes forms/documentation as requested; responds to questions/complaints, researches problems, and initiates problem resolution.

Coordinates arrangements for various meetings, such as Town Council meetings, board/commission meetings, committee meetings, staff meetings, conferences, workshops, or other activities; reserves use of rooms; prepares/distributes agendas and meeting packets; notifies meeting participants of meeting dates/times; coordinates food/beverages, equipment, supplies, equipment, and room setup; sets up recorder to record meeting proceedings; verifies operation of recorders, microphones, or other equipment; attends meetings; maintains attendance records; records and transcribes minutes as needed; reserves meeting rooms for various meetings.

Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; conducts periodic inventory counts; maintains records of supply usage.

Processes purchasing documentation; researches products/prices with vendors and obtains competitive price quotes; enters purchase order, field purchase order, and blanket purchase order data into computer system; prepares purchase orders; maintains purchasing records.

May order flowers/gifts for Town officials, employees, or other individuals in acknowledgement of hospitalization, death in family, or other situations.

Processes invoices for payment; reviews invoices for accuracy, researches discrepancies, and assigns proper budgetary code; reconciles invoices with monthly statements; forwards invoices to Finance Department for payment.

May maintain petty cash fund for area of assignment; disburses funds for expenditures as appropriate; ensures proper receipts/documentation of expenditures; balances fund and prepares reconciliation reports; requests reimbursements as needed.

Processes payroll documentation; reviews timesheets for accuracy and completeness; makes applicable calculations and researches discrepancies; enters payroll data into computer for payroll processing; maintains attendance records.

Assists in preparing and/or monitoring budget for area of assignment; monitors status of expenditures in relation to available funds in budget accounts; prepares budget transfer forms; obtains price quotes for purchases as required.

Transmits faxes on behalf of department/division staff; distributes/delivers incoming faxes to appropriate personnel.

Copies and distributes forms, reports, correspondence, and other related materials.

Processes incoming/outgoing mail; sorts, opens and distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; prepares outgoing mail; assists with preparation of bulk mail-outs.

Performs records management functions; maintains file system of various files/records for the department/division; prepares department records for imaging; coordinates merging of files with department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; purges, shreds, or destroys confidential or obsolete documents; conducts records maintenance or destruction activities in compliance with guidelines governing record retention.

Maintains current lists, forms, manuals, binders, catalogs, reference materials, and other resources.

Conducts research of department files, computer records, database files, manuals, Internet resources, or other resources as needed.

Types, composes, prepares, or completes various forms, reports, correspondence, logs, schedules, calendars, purchase orders, check requests, budget documents, meeting minutes, agendas, staff reports, statistical reports, charts, spreadsheets, flyers, presentations, or other documents.

Receives various forms, reports, correspondence, time sheets, attendance records, purchase requisitions, invoices, budget reports, meeting minutes, police reports, applications, project requests, contracts, plans/drawings, policies, procedures, codes, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.

Performs basic computer software functions which include, but are not limited to, enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, desktop publishing, presentation, financial system, optical scanning, calendar, email, Internet, or other programs.

Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; provides operational support to system/equipment users; coordinates service/repair activities as needed.

Attends various meetings and serves on committees as needed.

Maintains confidentiality of departmental issues and documentation.

Communicates with supervisor, employees, other departments, Town officials, vendors, contractors, consultants, applicants, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Duties when assigned to the Town Clerk:

Assists with the three-month list and agendas of Town Council, Community Redevelopment Agency (CRA) and committee meetings.

Prepares synopsis of Town Council meetings

Prepares, publishes and posts legal advertisements, ordinances, public hearings/notices, and agendas.

Assists with ordinance and resolution numbers; maintains index, when needed.

Assists with the Municipal Election process.

Assist with the coordination of all Public Records Requests and subpoenas.

Assists with transcription and preparation of Town Council Meetings, Workshops, CRA and Board/Committee Meeting Minutes.

Coordinates the annual Boards and Committees Appreciation Luncheon.

Coordinates the annual Palm Beach County Clerks Association Luncheon

Coordinates and manages Board and Committee on-boarding, appointment process and prepare binders for council members.

Assist with Boards and Committees semi-annual goals and objectives process and Ethics training.

Serves as Boards and Committees content manager for the Town web calendar

Duties when assigned to the Planning and Zoning Department:

Prepares a synopsis and agenda of Planning and Zoning meetings.

Prepares and Publishes legal advertisements, and agendas; coordinates Town Attorney review when appropriate.

Assists in researching and responding to questions from citizens.

Process payments and refunds for fees, applications and bonds.

Prepares orientation packet, required forms (financial, applications), contact information for new Planning and Zoning Commissioners.

Serves as Board Secretary, attends evening meetings, performs transcription and preparation of meeting minutes for the Planning and Zoning Commission; Assist with and attend Historic Resources Board and other committee meetings as assigned.

Proficient writing and proofreading skills.

Familiarity researching and following Town Code and Florida Statues.

Assist in setting up internal and external meetings and outreach events.

CivicPlus for managing web content, to ensure that documents posted to the website are screen reader accessible, Munis for financial applications and EnerGov for community development applications.

Duties when assigned to the Building Department:

Prepare