Administrative Specialist III - Parks

Job Title

This position provides a high level of professional, administrative support and assistance to the Director and Senior Managers of Parks, Recreation and Natural Resources (PRNR).

Location: 1660 Ringling Boulevard, Sarasota, FL

Salary: $18.32 - $23.36 Hourly

Job Type: Full-Time

Department: Parks, Recreation and Natural Resources

Closing Date: Continuous

Job Description

Administrative Functions

Primary customer service contact for the department and office area. This includes assisting walk-ins, prioritizing and identifying urgency of calls/emails, customer service requests and department-wide citizen inquiries to ensure standards of excellence. Tracks to ensure timely follow up, consist responses and resolution as required.

Assists with planning, organizing and implementing administrative management systems and policies. Identifies and solves administrative and management challenges which may hinder effective operation.

Provides administrative assistance and corresponds/responds to requests from Division Managers, Senior Managers and Director requiring tact, diplomacy and confidentiality. Supports Director and Senior Managers by completing necessary research and collection of data as well as scheduling

Manages appointments/calendars for the Director and Senior Managers; identifies appointments for re- schedule and contacts others. Maintains Management Team meeting agenda and scheduling, Division Manager appointments as needed, schedules meetings as needed.

Arranges travel for staff/mgmt as needed including travel vouchers, mileage forms, rental cars, hotels, registration.

Supports preparations of eGenda and Board presentation materials.

Manages, coordinates, schedules and tracks all Legal Service Requests and related meetings.

Researches ordinances, statutes, PRNR and County policies and administrative rulings to develop responses to outside inquiries.

Drafts correspondence and compiles data for internal and external recipients requiring research and analysis.

Updates and distributes documents including but not limited to department staff organization chart, email contact groups, the parks master list, and call tree information.

Tracks staff certifications and coordinates with HR to track and account for all PRNR staffs' completion of mandatory training.

In coordination with supervisors and staff, updates FAQs with the Contact Center as necessary for projects or issues.

Filing, maintenance of the Administration (ADM) files in accordance with the established standards for the office of records retention as it relates to the Sunshine Laws. Serves as lead coordinator with division records liaisons and managers on records retention, regular reviews and maintenance of electronic files.

Finance/Budget/Procurement/Contract Management

Purchasing Card Account Coordinator for PRNR - Reviews P-Card transactions, and prepares a monthly reconciliation packet for Clerk's Office.

Prepares and assists with contracts; Serves as liaison with Xerox. Ensures contractual compliance including active insurances, certificates and licenses. Works with vendors to resolve issues; Works with vendors as needed to maintain compliance and resolve issues with insurance, maintenance, deliveries, billing and quotes.

Prepares required forms in accordance with Procurement and Clerk's Office rules and regulations including hospitality forms.

Prepares check deposit forms and delivers to Clerk's Office.

About You

Minimum Qualifications:

Associate degree from an accredited college/university and 4-6 years of clerical or administrative experience with some executive exposure.

Year-for-year experience may substitute for the college degree.

Preferred Qualifications:

Expert skill in computer operations and software and knowledge of business processes to resolve budget issues, and collect, analyze, and interpret data.

Advanced Professional Certification highly desirable.

About Everything Else

Pay: $18.32 - $23.36

This Posting is currently Open Until Filled

Benefits

Enjoy great benefits including Health, Dental, Vision, and Life Insurance, Short-Term and Long-Term Disability, Flexible Spending Accounts, Employee Assistance Program (EAP), Florida Retirement System (FRS) and many, many more!

For more information about employee benefits, please click this link or visit SCGov.net for additional information.

Utilize our award-winning wellness program including free gyms and classes at multiple Sarasota County Government locations.

Enjoy 11 paid holidays, 3 personal days and 16 paid vacation days in the first year of full-time employment with increasing accrual rates with years of service. (That adds up to a possible 30 days off in your 1st year!)

Sarasota County Government promotes diversity and inclusion in its workforce and does not discriminate on the basis of race, color, gender identification or expression, genetic information, religion, national origin, marital status, age or disability. A job applicant with a disability who requires reasonable accommodation to participate in the application/selection process is requested to make known the need for an accommodation to Human Resources or appropriate county staff members. For assistance with the application, please call View phone number on click.appcast.io.

Government employers are drug-free and tobacco-free environments, EEO/AA/ADA employers, and they prohibit discrimination in all services, programs or activities.

Sarasota County Government is a Tobacco-Free/Drug-Free Workplace.