Administrative Support Specialist

Administrative Support Specialist

The position of Administrative Support Specialist is an administrative and advanced clerical position. Work includes a wide variety of clerical and administrative tasks, which require independent judgment, and the general knowledge of laws, regulations and policies of the City. This position reports to the Department Head.

Essential Job Functions:

• May serve as backup to receptionist during breaks and scheduled time off.
• Schedules meetings and maintains departmental calendar as needed.
• Takes dictation and/or notes at City meetings; transcribes into written form.
• Performs a variety of research on behalf of the Department Head.
• Composes and types routine correspondence, handles routine complaints and service requests, greets visitors and the general public.
• Develops, processes and maintains specialized reports, records and forms.
• Updates content on the City's website as needed.
• Processes invoices, purchase orders and other miscellaneous financial transactions.
• Maintains inventory and supply purchases.
• May be responsible for petty cash, cash receipts and preparation of deposits.
• May update leaflets and information for department programs.
• May proactively seek out new department programs.
• Performs other related duties as assigned.

Qualifications and Ksas:

Educations and Experience:

High school diploma or GED equivalent.

Two (2) years of responsible clerical experience.

Special Qualifications:

Valid Florida Driver's License with acceptable driving record.

Knowledge, Skills and Abilities:

• Knowledge of modern business English, business practices, methods, procedures and office equipment.
• Knowledge and understanding of department tasks and the role of the departmental staff within the organization.
• Ability to demonstrate skill and proficiency with Microsoft Office software.
• Ability to express ideas clearly and concisely, orally and in writing.
• Ability to meet and communicate with the public in a professional manner.
• Ability to operate standard office equipment including, but not limited to, computers, printers, scanners, fax machines, telephone systems and copiers.
• Ability to anticipate work to be accomplished and initiates appropriate and acceptable action for the completion of work with a minimum of supervision and instruction.
• Ability to exercise tact and courtesy in frequent contact with the general public.

Additional Information:

• Sedentary work requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Additional physical abilities required:
• Crouching: Bending the body downward and forward by bending leg and spine.
• Grasping: Applying pressure to an object with the fingers and palm.
• Handling: Picking, holding, or otherwise working, primarily with the whole hand.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Kneeling: Bending legs at knee to come to a rest on knee or knees.
• Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles
• Manual dexterity such as: picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
• Reaching: Extending hand(s) and arm(s) in any direction.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Standing: Particularly for sustained periods of time.
• Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Visual Acuity: Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.

Work is performed in a dynamic environment that requires incumbent to be sensitive to change and responsive to changing goals, priorities, etc.