Administrative Support Specialist

Administrative Support Position

The purpose of this position is to provide administrative and operational support to the Parks & Recreation Department through the performance of responsible clerical, financial, purchasing, payroll, personnel-record, and general office functions. Work includes the use of the City's Enterprise Resource Planning (ERP) and other departmental software systems; processing purchase requisitions, purchase orders, invoices, and related documentation; reviewing and processing payroll; maintaining organized personnel and departmental records; preparing reports; monitoring office supplies; and providing professional service to vendors, residents, employees, and other City departments.

Responsibilities may vary based on departmental assignment and operational needs. This class works under close to general supervision according to set procedures but determines how or when to complete tasks.

The essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

• Answer and direct incoming calls and welcome individuals who enter the office. Inform, advise, record, process and follow up customer requests/complaints efficiently and expeditiously as received by telephone, mail or personally from residents, elected officials, agencies, City employees and/or clients.
• Determine the need of office supplies, equipment, and materials. Replace or purchase new office supplies and equipment as needed.
• Utilize the City's ERP system and other Parks & Recreation software applications to enter, retrieve, update, and verify financial, purchasing, payroll and personnel information.
• Receive, review, code, and process invoices and supporting documentation in accordance with City purchasing and accounts payable procedures. Verify vendor information, quantities, pricing, purchase order references, applicable governmental expense accounts, and required approvals.
• Prepare and process purchase requisitions and purchase orders through the City's ERP system. Compile quotes, supporting documentation, contracts and receiving information; verify that purchases are charged to the appropriate governmental expense accounts and comply with established purchasing procedures. Track requisitions and orders through the purchasing process and maintain complete supporting records.
• Review and process departmental payroll including time and attendance records and payroll adjustments. Maintain payroll-related records and provide primary or backup support for leave tracking and personnel action documentation.
• Respond to inquiries from employees, supervisors, vendors, residents, and other City departments regarding purchasing, invoices, payroll, personnel records, facilities, administrative procedures, and departmental programs. Retain policies, answer questions, and independently resolve problems whenever feasible.
• Prepare correspondence, forms, spreadsheets, reports, and other administrative documents using Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook. Perform basic statistical and financial calculations as needed to support departmental operations and management decision-making.
• Perform specialized administrative duties required to support the department, exercising judgment within established City policies, procedures, and operating guidelines.
• Assist with administrative documentation related to staff travel, training, meetings, and travel reimbursement in accordance with City policies and procedures.
• Research, compile, maintain, and update departmental information and records using City systems and approved online resources. Maintain organized filing systems for personnel records, certifications and licenses, payroll documentation, purchasing records, invoices, contracts, capital improvement project information, office supplies, and other departmental records in accordance with established retention and confidentiality requirements.
• Prepare routine reports and spreadsheets; organize meetings and departmental activities as assigned; and provide administrative support to management. Assist with maintaining general information and status records for Capital Improvement Projects (CIP), including project descriptions, budgets, schedules, expenditures, purchase orders, invoices, and related documentation as assigned.
• Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

Minimum education and experience requirements:

• High School Diploma or GED equivalent.
• Four (4) years of administrative support, bookkeeping or related experience or an equivalent combination of education, training and experience
• Must possess and maintain a valid state driver's license with an acceptable driving history.

Preferred education and experience:

• Prior municipal government experience.

Knowledge, skills and abilities:

• General knowledge of administrative practices, purchasing procedures, expense-account classifications, and financial documentation.
• Working knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, with the ability to create, format, maintain, and retrieve administrative and financial information.
• Experience using Microsoft Outlook and other electronic communication and calendaring tools in a professional office environment.
• Ability to learn and effectively use municipal ERP, payroll/timekeeping, purchasing, recreation/program, records-management, and other departmental software systems, as well as standard office equipment.
• Ability to organize and prioritize multiple administrative, purchasing, payroll, personnel, and customer-service assignments while meeting established deadlines and maintaining accuracy.
• Ability to work accurately and effectively under deadlines, including during payroll processing, fiscal year-end, purchasing cycles, special events, and other periods of increased departmental activity.
• Strong written and verbal communication skills, professional customer-service skills, and the ability to communicate effectively with City employees, supervisors, vendors, residents, and representatives of other governmental agencies.
• Highly organized, detail-oriented, and capable of maintaining effective electronic and physical filing systems for personnel, payroll, purchasing, financial, project, certification, and general departmental records.
• Ability to work independently, exercise sound judgment within established policies and procedures, maintain confidentiality, and seek guidance when a matter exceeds assigned authority.

Physical demands:

• Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Work environment:

• None.

Work hours:

• Monday-Friday 8am-5pm (May be required to work nights, weekends and holidays to meet the business needs of the City.)

Americans with Disabilities Act Compliance:

The City of Deerfield Beach is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

Emergency Management Responsibilities:

Note: During emergency conditions, all City employees are automatically considered emergency service workers. City employees are subject to being called to work in the event of a disaster, such as hurricane, or other emergency situations and are expected to perform emergency service duties as assigned.

The City of Deerfield Beach values the service veterans and their family members have given to our country and supports the hiring of returning service members and military spouses.