Admin Support Specialist

Job Title

The purpose of this position is to but is not limited to, performing general clerical tasks, communicating with and greeting vendors, responding to phone calls and emails, handling payroll and personnel issues, and managing office equipment and supplies. Responsibilities may vary depending upon assigned department. This class works under close to general supervision according to set procedures but determines how or when to complete tasks.

Essential Functions

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 all incoming calls and welcome all individuals who enter the office. Inform, advise, record, process and follow-up all customer requests/complaints efficiently and expeditiously as received by telephone, mail or personally from citizens, 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.
• Compile and prepare detailed financial, statistical, and/or other specialized reports from general instructions; may be required to tabulate totals and verify figures.
• Efficient with 3rd party software for program and activity registrations and reports.
• Process vouchers for incoming invoices and submit to Accounts Payable for processing. Review invoices for accuracy.
• Gather, compile and process documents required to create purchase requisitions for contracts and incoming invoices and submit to Accounts Payable as is required. Reviews for accuracy.
• Maintain time and attendance records and may prepare payroll for the supervisor's signature. Support human resource and payroll processes as primary contact or backup for payroll preparation or certification, leave tracking, appointment papers, and other requirements.
• Respond to and initiate inquiries (questions regarding purchasing, personnel, facilities, administration, specialized programs, etc.) Explain policies, answer questions, and independently resolve problems whenever feasible.
• Compose and/or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools. Perform basic statistical calculations on data for reports and presentations.
• Perform specialized administrative duties required to support the department, using discretion to make judgments based on operating guidelines. Support purchasing requirements for department, researching items and obtaining price quotes, entering information into purchasing systems, receiving purchase orders, and maintaining P-Card information as required.
• Arrange and coordinate travel and travel reimbursement for staff.
• Assist in city-wide special events.
• Compile and maintain information that may require web or library researching, gathering, compiling, and updating data and records.
• Required to create reports and memos, organize events, and serve as personal assistants to senior-level managers.
• Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

Typical Qualifications

Minimum education and experience requirements:

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

Knowledge, Skills and Abilities, Work Environment and Work Hours

Knowledge, skills and abilities:

• Working knowledge of Microsoft Office Suite, including Word, PowerPoint, and Excel
• Experience using business email services, such as Microsoft Outlook
• Previous experience with, or an ability to learn to use common office equipment, such as modern phone systems, fax machines, and copy machines.
• Comfort multitasking and handling multiple requests from different individuals and departments.
• Ability to work quickly and in a potentially high-stress environment.
• Strong communication skills and extremely self-motivated when managing communication channels.
• Highly organized and capable of creating organizational systems that others easily utilize.
• Ability to communicate and deal effectively with the public and other City employees.
• Ability to work independently.

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.)

Essential safety functions:

It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses.

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.