Administrative Specialist II - Public Works

Independent Administrative And Financial Work

This is independent administrative and financial work providing operational coordination for the Business Administration Office. Incumbent works independently and may do research and some decision-making.

Administrative Functions

• Prepare, proofread and edit documents.
• Attend and prepare agenda and minutes for manager and project meetings.
• Schedule meetings and any needed equipment.
• Arrange/coordinate appointments/conferences/travel for County staff (as P-card holder).
• Maintain and improve the existing central filing system.
• Open and distribute mail.
• Responsible for department fixed asset management program (capital inventory).
• Division contact for coordination and execution of space planning and staff moves.
• Maintain EIT inventory of computers & phones - request changes & refreshes.
• Maintain and update the Sarasota County Contact Center Knowledge Base (fact sheets, etc).
• Send staff-provided submissions to the social media calendar.
• Assist Liaison to SEUAC Advisory Council and Waterways Advisory Council (schedule and advertise meetings, prepare agendas, record meetings, prepare and distribute minutes, eGenda for appointments and annual report, advertise vacancies, update County calendar and tracking spreadsheet, etc).

Finance/Procurement Functions

• Track, coordinate and place required information on County Calendar.
• Perform research for management to prepare for Board agenda items.
• Complete eGenda (eBar and eCar) processing and updating functions.
• Approve Purchase Order invoices for payment in the Clerk of Court OnBase system.
• Prepare purchase requisitions for purchase orders and change orders; verify accuracy; prepare OneSolution, County OnBase and the Clerk of Court OnBase reports for budgeting and PO balancing; assist vendor with issues on unpaid invoices.
• Responsibly use a purchasing card in accordance with Procurement manual.
• Assist with obtaining and entering insurance certificate in the County OnBase and RISK SharePoint site, and request W-9 for new vendors or as needed for processing purchase requisitions in OnBase.
• Prepare payment requests for reimbursement to employees.
• Assist managers, supervisors and staff in preparing travel vouchers prior to travel, and submit all documentation to Finance for reimbursement to staff following travel.

Work Hours: Monday – Friday, 8:00 a.m. – 5:00 p.m.

Minimum Qualifications: A High School Diploma or GED with 2 – 5 years of administrative and computer experience. College course work in Business from an accredited college or university preferred. Related professional certification preferred. NOTE: One-year of college may substitute for one year of experience.

Preferred Qualifications: Proficient in the use of Microsoft Office Suite, PowerPoint, Smartsheet, TEAMS and Adobe Acrobat.

Job Competencies: Effective oral and written communication. Ability to work independently and make independent judgments and decisions. Knowledge of office management principles and practices, administrative and accounting processes. Ability to establish teamwork approach to accomplish tasks and troubleshoot/problem-solve. Work effectively with public agencies, other employee and officials.

Pay: $16.03 – $20.64

This Posting is currently Open Until Filled