Administrative Specialist I - Part-Time

Sarasota; Sarasota (FL); On-site; USD 30,000 - 42,000; Full time

Benefits offered by this job

FRS retirement plan

Public sector benefits

Job summary

City of Sarasota seeks an organized clerical professional to assist a supervisor with a wide range of office duties in a City department. Responsibilities include preparing final copies of correspondence, maintaining filing systems, screening visitors and calls, and coordinating appointments for the supervisor.

The role also involves handling budget forms, requisitions, and confidential information. The position requires a high school diploma or GED and at least one year of general office

Qualifications

• High School Diploma or GED required.
• 1 year of general office experience or equivalent.
• Ability to follow complex oral and written directions.
• Knowledge of English, arithmetic, and spelling.

Responsibilities

• Develops final copy of correspondence and memoranda.
• Maintains cross-reference files and file categories.
• Screens visitors and calls; responds to inquiries.
• Schedules supervisor appointments and manages calendar.
• Prepares requisitions, vouchers, and budget forms.
• Handles confidential data and acts as purchasing clerk.
• Types reports, letters, and budget documents.
• Edits correspondence for grammar and punctuation.

Skills

General office procedures

Typing / data entry

Transcription skills

Attention to detail

Communication skills

Education

High School Diploma or GED

Job description

**Overview**To assist supervisor and/or department with a wide spectrum of clerical functions with a high degree of accuracy and neatness.**Ess****ential Functions*** Develops final copy of a wide variety of correspondence and memoranda.* Establishes and maintains cross-reference files and establishes file categories.* Screens visitors, telephone calls and incoming mail, personally answering those inquiries that in the employee's judgment do not require the supervisor's attention.* Makes appointments for the supervisor and reminds him/her of appointment or other matters that should be called to his/her attention; may manage calendar of supervisor.* Prepares requisitions, vouchers, budget forms and other data.* Handles confidential and other sensitive data.* Acts as purchasing clerk for the department to which assigned.* Types accounting and budgetary reports; special reports; letters and other material.* Maintains a system of files and records for department's use.* Assembles and gathers data.* Types and compiles special reports.* Edits correspondence for grammatical correctness and punctuation.* The intent of this class description is to provide a representative summary of the types of duties and responsibilities that would be required of classifications given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Incumbent may be required to perform job-related tasks other than those specifically presented in this job description.**Minimum Qualifications*** High School Diploma or GED,* One (1) year of general office experience utilizing clerical and computer-related skills,* Or the equivalent in education, training, and experience, which would provide the necessary knowledge, skills and abilities,**Job Based Competencies*** Working knowledge of modern office procedures, practices, and equipment.* Knowledge of general office computer skills.* Knowledge of English, arithmetic, and spelling.* Knowledge of the operations of City government including city-wide computer programs.* Ability to develop final copy for signature by the appropriate and respective supervisory personnel, utilizing either automated office equipment or transcription skills as required by the respective supervisor.* Ability to follow complex oral and written directions.* Ability to maintain complex clerical records and prepare reports from such records.* Knowledge of basic cash handling and bookkeeping principles and procedures.* Ability to establish and maintain effective working relationships with City officials, coworkers and the general public.* Must have a high degree of clerical aptitude.* Knowledge of the organization, procedures and divisions.**Responsibility**Considerable public contact; may act as representative of supervisor or Department Head.**Physical Requirements**This is primarily office work requiring limited physical effort. Position requires visual acuity for reviewing, checking, preparing, and maintaining written and computer files. Incumbent is required to have sufficient hearing to accurately perceive information at normal spoken word levels. Manual dexterity to operate standard office, date entry, and word processing equipment is required.**Public Contact**Considerable public contact; may act as representative of supervisor or Department Head.**Retirement Benefit**The City of Sarasota made the transition to become a Florida Retirement System (FRS) employer effective December 1, 2021. To learn more about what this benefit may mean for you, please visit MyFrs.com. Please note that if you are hired to work for the City of Sarasota as an FRS employer, you will be asked to complete a form to certify your FRS status, as there may be an impact to any FRS benefit you are already receiving.If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to Jake Brown our ADA Coordinator. Jake can be reached via email at [e-mail] or via phone at 941-263-6299.For questions pertaining to general employment or job application status, please call 941-263-6476, or email [e-mail]