Administrative Support Specialist 1

Pinellastaxcollector; Clearwater (FL); On-site; USD 35,000 - 55,000; Full time

Job summary

Pinellastaxcollector in Clearwater, FL is seeking an Administrative Support Specialist to be the first line of assistance to customers, routing calls, emails and work orders to address issues in County facilities.

The role also involves coordinating purchases, maintaining records, and supporting budget, procurement and operations. Schedule is Monday–Friday, 8:00 am to 4:30 pm, with no remote work.

Qualifications

• Knowledge of business English, spelling, punctuation, and arithmetic.
• Knowledge of modern office methods, practices, and procedures.
• Knowledge of data entry and work management systems.
• Knowledge of office automation equipment and systems.
• Knowledge of procurement practices, policies, and procedures.
• Ability to communicate effectively, orally and in writing.

Responsibilities

• Receive and respond to emails, calls, or service requests from internal customers.
• Prioritize and schedule maintenance and repairs for facilities and related systems.
• Coordinate with field staff to ensure asset data consistency.
• Assist in computing labor, materials for work orders.
• Place purchase requests and manage quotes through approval.
• Maintain records of work orders and progress.

Skills

Customer service

Data entry

Office automation

Effective communication

Record keeping

Education

Two-year degree in related field

Tools

Data entry systems

Work management systems

Procurement systems

Job description

Administrative Support Specialist

Location: 520 Oak Avenue, Clearwater, FL 33756

Schedule: Monday - Friday 8:00 am to 4:30 pm. No remote work.

Come Join Our AMAZING team in Facility Operations! This position will be pivotal in being the first line of assistance to our customers by routing their calls, emails and work orders to address the issues they report!

This position will also be the first eyes on all purchasing requests that come into the department in order to be sure that there minimal obstacles to approval. We are a positive environment where we coach and encourage those that are dedicated to succeeding in their role. This role also performs independent administrative and/or supervisory office support work in budget, personnel, payroll, purchasing, risk management, finance or billing services, computer support, elections, or other department or subject matter specific services, activities, or programs; provides administrative responsibility or supervision of one or more specific department-wide operations and activities for the County or an office of moderate size and/or supporting field personnel.

What Would You Do?

• Utilizes excellent customer service skills to receive and responds to emails, phone calls or service requests from internal customers who occupy County facilities for the repair or maintenance of County facilities, including inquiries with respect to the scheduling of projects and estimated completion dates;
• Prioritizes, assigns, and schedules work involving the maintenance and repair of facilities, parking lots, garages and grounds, mechanical, plumbing, electrical, vertical transportation, and access/security systems;
• Coordinates with field staff to ensure asset data is consistent with database of record;
• Assists in computation of amount of labor, tools, and material required for completion of work orders;
• Issues sub-work orders, cancellations, changes and high-priority work orders;
• Maintains and monitors comprehensive records of work orders, scheduled completion dates, work progress and delays and works with supervisors and managers to adjust proposed dates to reflect current status;
• Places purchase requests for tools and/or materials and manages quote/bid process through final approval;
• Monitors crew availability, intermixing crew specialties as necessary to maximize available resources;
• Performs information processing related duties including using statistical reports or programs, data entry and retrieval;
• Performs related work as assigned or required.

What Do You Need To Have?

• Three (3) years of experience in planning, sustainability, asset management, facilities, property management, or construction fields; or completion of a two-year degree in related field and one (1) year experience as described above; or an equivalent combination of education, training, and/or experience.
• Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.

Knowledge, Skills, and Abilities

• Knowledge of business English, spelling, punctuation, and arithmetic;
• Knowledge of modern office methods, practices, and procedures;
• Knowledge of data entry and work management systems;
• Knowledge of office automation equipment and systems;
• Knowledge of laws and rules governing procedures and legal requirements encountered in government office operations;
• Knowledge of service scheduling, time, material, and manpower requirements to complete a variety of facility maintenance work projects;
• Knowledge of the methods and techniques utilized in facilities repair and maintenance projects;
• Knowledge of principles and procedures of inventory practices
• Knowledge of principles and procedures of procurement practices, policies, and procedures;
• Ability to communicate effectively, orally and in writing;
• Ability to operate office automation equipment;
• Ability to establish and maintain effective working relationships with employees and the public as necessitated by the work;
• Ability to maintain accurate records of scheduled work projects and the status of a variety of maintenance projects;
• Ability to understand and carry out oral and written instructions.

Our benefits rank among the top in the area!

• Looking for a strong retirement? We have you covered as members of Florida Retirement System (FRS) with investment and pension options.
• We have deferred compensation programs and wellness centers to name a few perks. Check out these and more!

Want To Learn More?

Please review the full classification description with the Physical/Mental Demands and Working Conditions at the below link.

Administrative Support Specialist 1, C19