Administrative Specialist

Okaloosa County; Fort Walton Beach (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

Okaloosa County seeks an administrative support specialist to back assigned departments. The role handles inquiries by phone, email, and in person, prepares necessary documents, and supports accounting tasks and filing systems.

Responsibilities include payroll-related timekeeping, scheduling meetings, and responding to public records requests. A high school diploma or GED and 2+ years of experience, plus proficiency with Word, Outlook and Excel, and a valid driver license, are required.

Qualifications

• High school diploma or GED with at least 2 years of progressively responsible administrative experience.
• Typing speed 40 wpm required.
• Proficiency with Word, Outlook and Excel.
• Coursework in Business Management, Finance or Administration preferred.
• Experience with Pentamation is preferred.

Responsibilities

• Respond to telephone, email, written and in-person inquiries and provide information aligned with policies.
• Prepare correspondence, spreadsheets and documents (requisitions, purchase orders, invoices, travel forms) per guidelines.
• Perform accounting duties including billing, invoice processing, and month-/year-end support; assist with inventory control.
• Conduct research and provide analysis as required.
• Coordinate and maintain filing systems for records, forms and reports.
• Assist with scheduling meetings and recording minutes as needed.
• Handle timekeeping: verify, enter and submit timesheets; inform managers of leave balances and payroll changes.
• Prepare responses and documentation for public records requests.
• Perform other duties as assigned.

Skills

Typing 40 wpm

Microsoft Word

Microsoft Outlook

Microsoft Excel

Communication skills

Organization

Education

High school diploma or GED

Coursework in Business/Finance/Administration

Two years of progressively responsible administrative support experience

Tools

Pentamation

Job description

Provides administrative, technical and operational support to assigned Department/Division(s).

• Responds to telephone, email, written and in-person inquiries; provides answers and information requiring knowledge of departmental policies and procedures.
• Prepares various correspondence, spreadsheets and other documents (which may include, but is not limited to, requisitions, purchase orders, invoices, direct and contract payment forms) pursuant to established guidelines and procedures.
• Performs accounting duties which may include, but is not limited to billing, collection, invoice processing, reconciliation of purchasing card statements, and preparation of travel-related forms; assists with month-end and year-end processes; assists with inventory maintenance.
• Conducts research and provides analysis as required.
• Coordinates and maintains filing system; to include all records, forms, reports and office files.
• Assists with coordinating and scheduling meetings; attends meetings and records official minutes as required.
• Performs timekeeping functions; verifies, enters and submits timesheet data and/or reports; advises department managers of leave balances; informs department staff on payroll policies and changes.
• Prepares responses and generates documentation for public records requests.
• Performs other duties as assigned.

Education, Training and Experience:

High school diploma or GED supplemented by a minimum of two (2) years of progressively responsible experience in advanced administrative support functions, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Requires a minimum typing speed of 40 words per minute. Experience with Microsoft Word, Outlook and Excel software required. Additional education with coursework emphasis in Business Management, Finance, Administration or closely related field preferred. Experience with Pentamation is preferred.

Licenses and/or Certifications:

Requires a valid driver license.

Physical Requirements:

Must be able to operate office equipment, to include computers, copy/fax machines, and related peripherals. Must be able to exert 10 to 50 pounds of force occasionally and a negligible amount frequently to lift, carry, push, and pull or otherwise move objects. May require bending, stooping and twisting. Physical demands are essentially those of sedentary work.

Language Ability:

Requires the ability to communicate effectively in English, including the ability to convey, record and exchange information; requires the ability to explain procedures and to give, receive and follow oral and written instructions. Must be able to read and interpret a variety of moderately complex technical data, policy and procedure manuals, codes, professional journals. Requires the ability to prepare forms and reports using prescribed formats, and adhering to all rules of grammar, spelling, diction and punctuation. Must be able to communicate effectively and efficiently in a variety of technical and/or professional languages used within the parameters of the job and with a broad array of individuals from various professional backgrounds.

Intelligence:

Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts and draw valid conclusions; to interpret a variety of instructions in written and oral form; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation.

Numerical Aptitude:

Requires the ability to add and subtract totals, multiply and divide, use decimals and calculate percentages.

Interpersonal Temperament:

Requires the ability to deal with people beyond receiving instructions. Must be adaptable to performing under moderate levels of stress, imposed by frequent deadlines, peak workloads, or public contact. Requires the ability to exercise consistent tact and courtesy when in frequent contact with various professionals, county staff, and the general public.