Admin Support Specialist

Job Title

Serves as initial contact for the City and provides administrative support as required.

Duties & Responsibilities

Essential Functions:

1. Answers multi-line telephone and transfers caller to appropriate department to obtain service. Determines and redirects customer to other government agencies or community organizations as required.

Greets and directs visitors to appropriate departmental process and provides general information/assistance.

Assists the Human Resources (HR) Manager with various aspects of recruitment, including but not limited to: drafting and posting job announcements, creating job posting to outside agencies, scheduling interviews, preparing necessary employment paperwork and maintaining employee personnel files.

Assists the Benefits Administrator with various aspects of benefits administration, including but not limited to: verifying biweekly deductions, logging wellness reimbursement requests, scheduling meeting and creating flyers.

Assists city staff with administrative tasks including copying, faxing, filing, data entry and other projects as assigned.

Accurately and legibly completes reports, forms and other required documentation.

Receives and processes shipments and deliveries.

Coordinates meeting room schedules for use by outside groups.

Performs other related assignments and tasks as assigned.

Cross trains in other functions of the Department and provides backup and assistance in those areas as required.

Responsible for the timely and accurate completion of work assignments. Responsible in work to the Department Director or designated supervisor.

Minimum Qualifications

High school graduate or equivalent and one (1) year general office experience required. Multi-line telephone experience preferred. Possess a valid Florida Driver's license, free of any serious violations or ability to obtain within thirty (30) days from hire date.

Skill Requirements: Ability to interact with the public in a professional, respectful manner and operate a multi-line telephone system. Ability to work independently of direct supervision and capable of sustaining regular and predictable attendance. Possess excellent listening, speaking, and communication skills. Knowledge of city functions, outside agencies' and community organizations' services. Must be able to understand and follow instructions; and complete all forms and reports legibly and accurately. Capable of prioritizing and completing multiple tasks, handle the pressure of deadlines and deal with difficult people with courtesy and self-control. Ability to establish and maintain effective working relationships with elected officials, supervisors, co-workers and the general public.

Requires a working knowledge of the current version of the Microsoft Office Professional software suite including proficiency with Word and Excel. Must have a basic understanding of the current version of the Microsoft Windows operating system. Familiarity with Central Square Software applications based on an iSeries system is preferred. Working knowledge of the current versions of Microsoft Outlook and Internet Explorer is also highly recommended. Ability to learn specific computer applications used in the Human Resources Department.

Physical Requirements: Work is primarily sedentary involving sitting for prolonged periods of time, minimal physical exertion, walking, bending, lifting and stooping. Requires finger and wrist dexterity and hand/eye coordination to perform keyboard functions and operate multi-line telephone system. Must have good eyesight and hearing with or without aides; and speak clearly and distinctly. Reasonable accommodation will be considered for individuals with physical disabilities.

Supplemental Information

Work is primarily performed in an office environment.

It is understood that every incidental duty connected with operations enumerated in the job description is not always specifically described, and employees, at the discretion of the City, may be required to perform duties not within their job descriptions.

Applicants (with the exception of current city employees) given a conditional offer of employment will be subjected to physical examination, drug, tobacco/nicotine screening, review of driver's license record, criminal background, and references from previous employers.

The City of Venice values the service that veterans and their family members have given to our country and supports the hiring of returning service members and military spouses. Veterans' preference is available for certain service members, veterans, and family members.

The City of Venice is an Equal Opportunity Employer and a Drug Free Workplace