Administrative Specialist, Senior

Administrative Specialist, Senior

The Administrative Specialist, Senior plays a key role in keeping the Lee County Library System running smoothly. This position supports daily operations, coordinates essential services, and ensures staff across the system have what they need to succeed. From organizing systemwide logistics to supporting employee processes and special projects, the Administrative Specialist helps maintain an efficient, responsive, and well-connected library environment. This role is ideal for someone who is organized, proactive, and ready to support a fast-paced public service team.

Duties and Responsibilities

Administrative & Operational Support

• Coordinate centralized mail services, including receiving, processing, and distributing all county and interoffice mail
• Support administrative staff with daily operations and systemwide initiatives
• Assist with planning and setting up meetings, trainings, and events
• Manage reservations for meeting rooms and county vehicles
• Help organize, evaluate, and reduce stored materials across the system

Employee & Internal Support

• Support processes related to hiring, onboarding, and employee documentation
• Prepare and assemble onboarding packets and coordinate new-hire logistics
• Maintain accurate employee files and ensure required documentation is complete
• Track and route performance evaluations, outside employment requests, and tuition reimbursements
• Assist with FMLA and leave-of-absence tracking and coordination to ensure timely processing

Scheduling & On-Call Coordination

• Coordinate on-call coverage requests from branches
• Maintain updated on-call calendars
• Track and enter on-call hours into the required systems
• Ensure accuracy and timely processing of all on-call records

Inventory, Supplies & Distribution

• Manage office supply inventory and oversee reordering needs
• Communicate supply timelines, receive shipments, and distribute materials
• Coordinate delivery of publications, brochures, and systemwide materials to branches
• Fulfill branch requests for forms and promotional items

Facilities & Logistics

• Assist with scheduling maintenance for fleet vehicles
• Coordinate parking validation for staff and visitors

Employee Engagement & Events

• Run employee anniversary reports and prepare communications
• Support planning and setup for employee recognition events
• Assist with volunteer coordination efforts across branches
• Support large community events, festivals, and countywide initiatives such as campaigns or programs

Records Management

• Assist with records maintenance and destruction following approved retention schedules

Education, Experience, Licensing

What We're Looking For

Minimum Requirements

Any combination of education and experience equivalent to:

• high school diploma or GED, plus one year of college-level coursework or training in business administration, office management, public administration, or a closely related field, such as:
• Office Administration
• Business Administration
• Organizational Management
• Records Management
• Operations or Facilities Coordination
• Program or Project Coordination
• Two (2) years of experience in administrative support, clerical work, office operations, or a similar field, including:
• Records or document management
• Scheduling or workforce coordination
• Volunteer or program coordination
• Front-office or general clerical support

Additionally, we're looking for:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and database tools
• Strong organizational and multitasking abilities
• Excellent verbal and written communication skills
• Ability to work with confidential information responsibly

Preferred Qualifications

• Experience assisting with onboarding, hiring, or other employee support processes
• Familiarity with records management practices or retention schedules
• Experience helping coordinate events or large-scale administrative logistics

Working Conditions

• Office-based with occasional travel to branches
• Occasional evening or weekend support for library events

Supplemental Information

Work Schedule: Full-time, 80 hours bi-weekly. Hours may vary and could include evenings, Saturdays, and some Sundays.

Why Join Us? At the Lee County Library System, you'll be part of a mission-driven organization that strengthens the community through information, connection, and lifelong learning. With 13 branches serving one of Florida's most dynamic counties, we work together to support programs, events, and operations that reach hundreds of thousands of residents every year. If you enjoy organization, teamwork, and being the behind-the-scenes backbone of a thriving public service organization, this role offers a meaningful way to grow your career.

About the Library System

Founded in 1964, the Lee County Library System includes 13 branches. With a collection of over 1.6 million items and an annual circulation of approximately 4.5 million, we are committed to delivering high-quality services, resources, and programs that meet the needs of our diverse and growing community.

About Lee County Lee County is located in beautiful Southwest Florida and is home to over 800,000 residents. We are dedicated to serving our community with high-quality services and a focus on sustainability and innovation. Join us in making Lee County a great place to live, work, and visit.