Administrative Services Specialist

Job Title

Highly responsible position overseeing administrative services for an assigned department/division; provides customer service support, technical support to operating divisions, and professional support to the director.

Essential Job Functions

• Manages day-to-day administrative functions of the assigned department/division.
• Assists with daily operation of the department's budget, including data entry, compiling back up and producing budget document for submittal.
• Oversees department's fixed assets and inventory process.
• Coordinates department's agenda items for City Commission meetings and workshops, including scheduling, drafting staff summaries, compiling backup documentation, creating presentations, and tracking action items.
• Collects activity data and coordinates preparation of management reports.
• Coordinates and prepares performance measure reports.
• Develops and maintains policies, administrative regulations and standard operating procedures in accordance with established policies and protocols; provides training to appropriate support staff.
• Facilitates and coordinates all training schedules based on department needs and budget.
• Facilitates and coordinates all new employee internal orientation sessions for the department.
• Makes travel and training arrangements and completes all required forms.
• Serves as the department's main contact regarding any changes to the City Department website.
• Secures quotes, processes purchase requisitions, invoices and payment authorizations in accordance with the City Policies as needed.
• Attends all disciplinary intent hearings and records minutes.
• Coordinates with staff and prepares disciplinary intent notices and schedules intent hearings.
• Maintains files in accordance with public records laws and retention requirements.
• Assists with the Customer Service section as needed.
• Maintains equipment and supplies needed for day-to-day operations.
• Uses independent judgment in communicating with internal and external customers.

Knowledge/Skills/Abilities

• Advanced knowledge of administrative services and office management practices.
• General knowledge and understanding of local government finance procedures, including budget and procurement.
• Excellent customer service skills with ability to communicate effectively, both in person and in writing.
• Ability to produce and maintain financial and statistical records/reports.
• Ability to research/analyze data and present findings in various report formats.
• Ability to prioritize and manage multiple work assignments with competing deadlines.
• Ability to plan, organize and use mature judgment in evaluating situations and making decisions in accordance with established policy.
• Ability to establish and maintain effective working relationships with employees and the general public.

Education, Experience, Licenses and Certifications

High school diploma or equivalent, supplemented by college-level and/or field-related courses. At least five (5) years office management or progressively responsible administrative work; (2) years in a supervisory or lead capacity at the executive level. (A comparable amount of training, education and/or experience may be substituted for the above qualifications.) Licenses and Certifications: Possession of or ability to obtain a valid Florida driver's license by date of hire

Emergency Response Responsibility

Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.

Vets Preference Statement

The City of North Port, FL is an Affirmative Action/ADA/Veterans' Preference and Equal Opportunity Employer. Women, Minorities, and Persons with Disabilities are Encouraged to Apply.