Administrative Support Specialist - Part-time

City of Panama City Beach; Panama City Beach (FL); On-site; USD 35,000 - 45,000; Full time

Job summary

City of Panama City Beach is seeking an Administrative Support Specialist for the Fire Inspection Division. The role provides specialized administrative support to the Captain, greets the public at the front counter, handles permits and inquiries, schedules inspections, and maintains division records and correspondence.

The ideal candidate has a high school diploma or GED, at least one year of administrative experience, and notary public status or ability to obtain within six months.

Qualifications

• High school diploma or GED required.
• One year of administrative support experience.
• Notary Public for Florida or ability to obtain within six months.
• Equivalent combinations of education and experience may be considered.

Responsibilities

• Provides administrative support to the Fire Inspection Captain.
• Receives and responds to inquiries at the front counter and by email.
• Schedules inspections and records results in division software.
• Maintains files, permits, and payment records.
• Notarizes documents and performs related duties.

Skills

Administrative support

Notary Public (FL)

Communication skills

Data entry

Education

High school diploma or GED

Job description

Description

This position is responsible for providing specialized administrative support for the fire inspection division.

Examples of Duties

• Provides administrative support to the Captain of the Fire Inspection’s Division as needed.
• Serves as a receptionist for the front counter by performing acts such as answering telephone calls, greeting visitors, providing information and assistance to the public, referring and transferring to appropriate personnel, receives and processes complaints, responds to email correspondence, and distributing mail as needed.
• Maintains records of citations and associated fees.
• Files and retrieves information as needed.
• Accepts applications for short-term rental and beachside fire permits; requests and accepts revisions to permits as needed.
• Schedules all inspections and inputs the inspection results into the division’s registration software.
• Reconciles division invoices and coding of payments.
• Researches, compiles, organizes, and analyzes data, including creation of graphs for special projects or reports as assigned.
• May interact with other departments/divisions; serves as a liaison between the department/division and outside agencies.
• May assist as division records custodian.
• May assist with reconciling monthly purchase card statements.
• May review special event applications.
• Maintains the Fire Inspection Division’s calendar.
• Orders office supplies as needed.
• Notarizes Documents.
• Performs other duties as assigned.

Typical Qualifications

MINIMUM QUALIFICATIONS

• High school diploma or GED.
• One year of administrative support experience.
• Notary Public for the State of Florida or ability to obtain within six months of employment.
• Equivalent combinations of education and experience may be considered.

Knowledge Required By The Position

• Knowledge of customer service principles and practices.
• Knowledge of modern office practices and procedures.
• Knowledge of basic accounting principles.
• Knowledge of City payroll policies and procedures.
• Knowledge of City and Departmental policies and procedures.
• Knowledge of inventory management and purchasing principles.
• Knowledge of computers and job-related software programs.
• Skill in accurately entering and maintaining data.
• Skill in prioritizing and organizing work.
• Skill in providing high-level quality customer service to diverse client base.
• Skill in the accurate maintenance of files and records.
• Skill in the use of computers, Microsoft Office, such office equipment as a computer, scanner, fax machine, and copier.
• Skill in listening well and communicating effectively verbally and in writing with various audiences.
• Ability to achieve timeliness, completeness, and assuring proper quality control.
• Ability to respond with tact, composure, and courtesy even when encountering contentious circumstances and assisting individuals who may be experiencing stress.
• Ability to work cooperatively and effectively in a team environment.
• Ability to compile information and prepare detailed reports.
• Ability to be accurate and focus attention on tasks, which may be routine or repetitive, without losing concentration or becoming distracted.
• Ability to work on a variety of assignments and projects concurrently.
• Ability to adapt to interruptions, equipment failures, unusual demands, or changing priorities.
• Ability to establish and maintain effective working relationships with City employees, insurance providers, governmental agencies, and the public.

SUPERVISORY CONTROLS

The Fire Inspections Captain assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the results.

GUIDELINES

Guidelines include the Florida Department of Financial Services guidelines, Civil Service Policy, and City and Department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

• The work consists of related administrative support duties. The variety of tasks to be performed combined with frequent interruptions contributes to the complexity of the position.
• The purpose of this position is to provide specialized administrative support for the operations of the department. Successful performance contributes to the efficiency and effectiveness of those operations.

CONTACTS

• Contacts are typically with co-workers, other city employees, delivery persons, postal employees, vendors, and members of the public.
• Contacts are typically to give or exchange information, resolve problems, and provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• While performing the essential duties of this job, the employee is required to talk, hear, finger, and make repetitive motions. This position is mostly sedentary work. Exerting up to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly to reach, lift, carry, push, pull, or otherwise move objects. The employee is occasionally required to stoop, kneel, crouch, walk, and stand. The employee is required to have close visual acuity.
• The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

• These are intended only as illustrations of various types of work performed. The omission of specific duties does not exclude them from the position if they work is similar, related, or a logical assignment to the position.

Does not apply