Administrative Specialist III - Commission Services - R13828

Department: Office of County Administrator About Our Job This is a critical, high-level position supporting the Board of County Commissioners and handling sensitive and confidential information. The position provides direct executive-level administrative support to one or two commissioners; is responsible for a variety of critical tasks to ensure Board compliance with state and local regulations; as well as advanced customer service and problem-solving through daily interactions with constituents via phone and in person. This is a demanding position that does not allow for much time away from the Commission Services area and reports to the Commission Services Manager. ****PLEASE NOTE: Pending upcoming retirement the selected incumbent will not start employment until March 2022. Job Description On a daily basis, provides direct, executive-level administrative report to one or two commissioners. Includes complex calendaring/appointment scheduling for internal and external briefings, ceremonial events, speaking engagements, conferences and boards/committees. Drafts and prepares official correspondence, talking points, and other materials. Coordinates travel, including registration, airline/lodging, and timely submittal of expense reporting. On a daily basis, handles and responds effectively to citizen concerns, via phone, email and in-person, frequently involving sensitive and/or controversial issues. Exercises tact, diplomacy and problem-solving skills to develop an appropriate course of action. Coordinates and communicates effectively with Commissioners, Administration, Office of the County Attorney, departmental staff, and outside agencies to resolve citizen concerns in a timely manner. Monitors supply levels and issues Purchasing Card (p-card) orders for office supplies and coffee/refreshments; processes invoices and credit card statements for Board of County Commissioners and Office of County Administrator (account entries; monthly reconciliation; tracking, retention and storing of associated records and files.) Prepares proclamations and other instruments of ceremonial recognition. Works with honorees to coordinate and schedule Board meeting attendance or other distribution method for Proclamations/Recognition; maintains related records in accordance with records retention requirements. Assists with Board Meeting logistics, including preparation of Chambers or Think Tank (coffee service/refreshments, office supplies, agendas, speaker cards, instruments of recognition). Assists with setup/teardown for Annual Board Retreat and other offsite meetings; coordinates refreshments/working lunches for Board Retreat, joint meetings, shade sessions, etc. Processes incoming Board of County Commissioners mail following established practices for tracking, retention and storage of records and files. Assists with Public Records Requests by researching mail logs and subject files, requesting and copying files from records retention center as needed. Maintenance/upkeep of Commission Services and County Commission internal and public webpages;preparation/update of Commission related FAQs for Contact Center Knowledge Base. Annually interfaces with outside agencies to update list of Boards/Committees that require a commissioner member. Annual duties related to Commissioner/Chair transition, assistance with onboarding materials; ordering signature stamps, recognition templates, letterhead, ceremonial plaques, etc.; coordinating photo/video shoots and receptions for incoming/outgoing commissioners. Observes maintenance issues and prepares work orders to ensure upkeep of shared County facilities such as lobbies, restrooms, Chambers, conference rooms, etc. Serves as contact for DCR equipment (used to record minutes at advisory council meetings). Works with EIT and vendor to ensure equipment is functional, coordinates training, oversees equipment distribution and return. Manages conference room calendars for Commission Chambers and other shared conference rooms. Maintains/updates Code of Ordinances books. May serve as departmental representative on various internal committees. Provides backup to Office of the County Administrator administrative staff as needed. Work Hours: Monday – Friday, 8:00 a.m. – 5:00 p.m. About You Minimum Qualifications An Associate’s Degree from an accredited college or university and 4-6 years of clerical or administrative experience with some executive exposure. Year-for-year experience may substitute for the college degree. Advanced Professional Certification highly desirable. Job Competencies MS Office; database software; financial software; agenda management software Discretion, good judgement, problem-solving skills, aptitude, and willingness to learn Good working knowledge of County infrastructure About Everything Else Pay: $17.96 – $22.90 This Posting is currently Open Until Filled #J-18808-Ljbffr Sarasota County Government