Asset Management Administrative Support

Pinellas County Government; Clearwater (FL); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Retirement options with FRS

Deferred compensation programs

Access to wellness centers

Job summary

A local government body in Clearwater, FL is seeking an Administrative Support Specialist 1 to provide high-level administrative support. Responsibilities include managing Cityworks software to track work orders, assisting with training documentation, and supporting asset management efforts. Candidates should have significant clerical experience or an Associate's degree, alongside strong skills in Microsoft Office. The position includes retirement benefits and wellness programs.

Qualifications

• Three years of clerical experience preparing administrative records.
• Ability to work independently on complex tasks.
• Knowledge of business English and office practices.

Responsibilities

• Perform administrative and supervisory work to support Asset Management.
• Assist with user support and process improvements in Cityworks.
• Create and manage training documents for Cityworks.

Skills

Clerical experience

Cityworks software

Microsoft Excel

Microsoft Word

Business English

Communication

Education

Associate's degree in a related field

Tools

Cityworks

Microsoft Office Suite

Job description

Location: 509 East Avenue South, Clearwater, FL 33756

Schedule - 8am - 4:30pm with a 30-minute unpaid lunch

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Performs independent administrative and/or supervisory office work to support the Asset Management group within the Department of Construction and Property Management. The selected candidate will primarily use the Cityworks software to manage work orders and other information to support Facilities Operations maintenance efforts, as well as provide Asset Management support for Real Property, Risk, and other data management or workflow needs.

In addition to supporting the Department’s Asset Management group using Cityworks, the selected candidate may be required to support Electronic Device Management (computer, and iPad replacement program), Fixed Asset inventory control, and Surplus Property Operations efforts.

What Would You Do?

• Under the Guidance of the Asset Management team, serve as a key departmental user of the Cityworks system, assisting with user support, and identifying opportunities for process improvements and communicating suggestions to appropriate staff.
• Create work orders to track the Department’s contracted services in Cityworks;
• Coordinate with Department operational staff to track the status and completion of contracted services work orders in Cityworks and report progress or issues to appropriate staff
• Create/manage training documents for Cityworks training;
• Assist with development and delivery of training materials and user support sessions to help other department staff effectively use Cityworks and other work management software.
• Support employee onboarding/offboarding and other digital maintenance activities;
• Identify routine operational or process issues and communicate findings to supervisor for review and resolution.
• Provide guidance and assistance to staff regarding established procedures, review work for completeness and accuracy, and assist with documenting operational procedures as directed.
• Maintain Department SharePoint websites to ensure proper storage and communication of program information (example: Cityworks training documents).
• Prepare or assist with the preparation of documents, claims, department paperwork, requisitions, purchases, and related records. Resolve routine issues with customers, vendors, and/or departments, and maintain records of activities to coordinate workflow, schedules, and quality requirements.
• Research and compile reports
• Facilitate information sharing between departments for the collection, organization, and presentation of data to support operational needs and improve coordination.
• Act as a liaison with municipalities, other departments, and staff
• Coordinate and attend meetings
• Maintain department resources and supplies
• Provide information on department policies, procedures, and operations
• May conduct site visits as needed
• Operates computer and performs data processing functions including using available software packages, encoding data, report generation, data entry, retrieval, and other specialized and routine computer operations
• Assist with departmental fixed asset inventory tracking, electronic device management, and record keeping as assigned.
• Perform other related job duties as assigned

What Do You Need To Have?

Three (3) years of clerical experience preparing, processing, and maintaining administrative records; or an Associate’s degree in a related field plus one (1) year of experience preparing, processing, and maintaining administrative records; or an equivalent combination of education, training, and/or experience.

Knowledge, Skills and Abilities

• Ability to become highly proficient user of Cityworks software under general direction of supervisor
• Ability to gain knowledge of asset management principles, practices, and related standards under general direction of supervisor.
• Knowledge of use of Microsoft Excel, Word, PowerPoint, and other word processing equipment;
• Knowledge of business English, spelling, punctuation, and arithmetic;
• Knowledge of modern office methods, practices, and procedures;
• Knowledge of laws and rules governing procedures and legal requirements encountered in government office operations;
• Knowledge of laws, rules, regulations, policies, and procedures as applied to highly specialized departmental administrative processes connected with delivery of public services;
• Knowledge of modern recordkeeping practices;
• Knowledge of County functional and structural organization;
• Skill in the operation of a computer/keyboard;
• Skill in making formal oral presentations to staff;
• Ability to work independently on complex and confidential secretarial tasks;
• Ability to keep complex records and assemble and organize data and prepare summaries of reports from such records;
• Ability to apply computer applications and software;
• Ability to compose routine and technical letters and memoranda;
• Ability to independently make minor decisions in accordance with County ordinances and practice;
• Ability to establish and maintain effective working relationships as necessitated by the work.

Our benefits rank among the top in the area!

• Looking for a strong retirement? We have you covered as members of the 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!

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

Administrative Support Specialist 1, C19