Administrative Support Specialist 1

Administrative Support Specialist

Location: 440 Court Street, Clearwater, FL 33756

Schedule: Monday - Friday 8 am - 4:30 pm

Pinellas County's Building Services Division plays a key role in ensuring the health, safety and welfare of our community. If you are an administrative professional that would like to contribute to this community, consider joining our team.

This is independent administrative office support work aiding the Building and Development Review Services department. Responsibilities may include managing the department's vacation calendar, content management of the department's SharePoint site, scheduling travel, and/or assisting with daily accounting and expense reports. Additional office responsibilities may include assisting with confidential personnel issues, purchasing and managing office supplies, and other department or subject matter specific services, activities or programs.

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 all levels within the department. 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.

What Would You Do?

• Receives visitors, telephone calls, and inquiries for the department, 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.
• Provides support to the Departmental Accountant for daily deposits.
• Receives and screens incoming mail, routes correspondence, and prepares and sends outgoing correspondence.
• Maintains departmental leave calendars.
• 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.
• Coordinates clerical and administrative activities of several department sections.
• 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 databases, record systems, documents, and case files.
• Conducts training classes in area of assignment for both inter and intradepartmental 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 related work as assigned or required.

What Do you Need To Have?

At least 3 years of clerical experience preparing, processing, and maintaining administrative records or;

• An Associate's degree with major course work in business, accounting, public administration or related field and 1 year of clerical experience preparing, processing, and maintaining administrative records or;
• A Bachelor's degree with major course work in business, accounting, public administration or related field.

• Possession and maintenance of a valid Florida Driver's License at time of hire.
• Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.

Highly Desirable

• Experience handling confidential matters.
• General Accounting or Bookkeeping experience
• SharePoint experience a plus!

Knowledge, Skills and Abilities

• Knowledge of laws and rules governing procedures and legal requirements encountered in government office operations.
• Knowledge of general accounting principles.
• Knowledge of Microsoft Office (Word and Excel) and SharePoint.
• Knowledge of laws, rules, regulations, policies, and procedures as applied to highly specialized departmental administrative processes connected with delivery of public services.
• Knowledge of the principles and procedures of office management and supervision.
• Knowledge of business English, spelling, arithmetic and bookkeeping standards.
• Skill in operating a personal computer using prescribed software applications including typing into automated computer information systems and skill in the operation of commercial word processing, database, and spreadsheet programs.
• Skill in making formal oral presentations to staff.
• Ability to plan, organize and communicate information to all departmental employees.
• Ability to develop effective office or field work procedures and clerical training programs.
• Ability to provide information correctly and concisely, orally and in writing.

Our benefits rank among the top in the area!

• Looking for a strong retirement? We have you covered as members of the Florida Retirement System (FRS) with investment and pension options.
• We have deferred compensation programs and wellness centers to name a few perks. Check out these and more!

Want To Learn More?

Please review the full classification description with the Physical/Mental Demands and Working Conditions at the below link.


Administrative Support Specialist, C19