Citizens Services Coordinator -County Administrator

ESCAMBIA COUNTY; Pensacola (FL); On-site; USD 26,000 - 32,000; Full time

Job summary

Escambia County in Pensacola, FL is seeking an administrative professional to coordinate a dynamic mix of customer service, public records, financial analysis, and office projects for the County Administrator's office. This role reports to the Assistant to the County Administrator and requires a strong clerical foundation and public service mindset.

The position handles public records requests, information management, calendar coordination, meetings, and general office support, with

Qualifications

• High school diploma or GED and three years' experience in customer relations and office administration; or a combination of education and experience equivalent to these requirements.
• Associate's degree in Public Administration, Business Administration, Secretarial Science, Office Management, or related field preferred.
• Knowledge, skills, abilities, and other characteristics include financial tracking, record keeping, and proficiency with MS Office and Adobe Acrobat.

Responsibilities

• Coordinate public records requests via online systems and assist in information management.
• Provide administrative support to County Administration and assist Board of County Commissioners as needed.
• Maintain BCC meeting calendars, invitations, and publication proofs to ensure Sunshine Law compliance.
• Assist with special meetings logistics, including agendas, materials, and caterings where required.
• Serve as backup receptionist at front desk and respond to citizen inquiries.
• Maintain spreadsheets for document tracking and assist with office supply ordering.

Skills

Customer service

Public records coordination

Office administration

Communication (oral and written)

Attention to detail

Education

High school diploma or GED

Associate's degree (Public Admin/Business/Secretarial)

Tools

MS Office Suite

Adobe Acrobat

Job description

• Location 221 PALAFOX PLACE,SUITE 140,Pensacola, FL, 32502,United States
• Base Pay $18.82 - $23.53 / Hour
• Job Category Clerical, Secretary, Administration
• Employee Type Full-Time
• Required Degree High school

Description

**Close Date: September 23rd, 2026**

This position coordinates a dynamic mix of customer service, public records, financial analysis, and other administrative projects for the office of the County Administrator. An incumbent in this position coordinates public records requests via the County’s online records request systems, information management, and other office support services. This position reports directly to the Assistant to the County Administrator.

EXAMPLES OF DUTIES

Serves as administrative support staff for County Administration, including assisting the Board of County Commissioner Districts, as requested

Serves as website administrator for Lighthouse and MyGovernmentOnline (MGO) by coordinating the response to public records requests, inputting requests into MGO, and assisting in answering citizen inquires as well as monitoring MGO dashboards to ensure timely responses to requests

Works with the Community and Media Relations department to ensure all public meetings are posted on the BCC calendar and advertised, as required in order to comply with the Sunshine Law

Coordinates meetings by preparing BCC weekly meetings schedules, distributing invitations to the appropriate participants, advertising, and providing proof of publication for scheduled meetings.

May serve as Clerk to various boards and committees including producing agendas and documenting minutes.

Manages financial activities, including reconciling district Visa statements and payment submissions, initiating invoice payment vouchers, and tracking travel arrangements in accordance with the policies and procedures governing these activities

Serves as the backup to act as the County Administration receptionist by working the front desk greeting people, answering telephone calls, and directing people to the appropriate location

Prepares for BCC and other special meetings by setting up food, drinks, snacks, etc. and ensuring the appropriate materials and resources are on the Dais

Maintains spreadsheets for document tracking of items routed through County Administration offices

Responds to citizen emails and phone calls, including working in the Citizen’s Information Center during peak times, as assigned

Assists in inventory maintenance for the County Administration/BCC offices and staff by ordering office supplies

Coordinates with departments for the “Employee of the Month” program, including creating the committee to review the submissions and select appropriate candidates

Serves as special events coordinator, including assisting with retirements, birthdays, employee appreciation, and similar events

Performs other duties as assigned

TYPICAL QUALIFICATIONS

Minimum Qualification Requirements:
Training and Experience:
High school diploma or GED equivalent and three years' experience in customer relations and office administration; or a combination of education and experience equivalent to these requirements.

Preferred Qualifications:
Associate's degree from a recognized college or university in Public Administration, Business Administration, Secretarial Science, Office Management, or related field

Knowledge, Skills, Abilities, and Other Characteristics (KSAOs):
financial experience to compute and track department expenditures
general office procedures
record keeping principles
strong technical expertise in MS Office Suite (Word and Excel exams required) and Adobe Acrobat to facilitate financial reporting and citizen communication
customer service and conflict resolution
interpersonal relations
type correspondence and other documents accurately at 35 correct words per minute or higher
follow directions and instructions
communicate effectively, both orally and in writing
carry out continuing assignments requiring the organization and preparation of material
perform multiple tasks with frequent interruptions
maintain confidentiality
operate a computer and related software applications
perform mathematical calculations (subtraction, addition, multiplication, division, percentages, and decimals)

SUPPLEMENTAL INFORMATION

County-wide Employee Responsibilities:
All Escambia County BCC employees must serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Escambia County BCC's Employee Code of Ethics, gift, and conflict of interest policies.
All Escambia County BCC employees must establish and maintain effective working relationships with the general public, co-workers, elected and appointed officials and members of diverse cultural and linguistic backgrounds, regardless of race, color, religion, sex, national origin, age, disability, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression.

Emergency Management Responsibilities:

During emergency conditions, the incumbent of this position will automatically be considered emergency essential workers. This employee is subject to being called to work in the event of a disaster, such as a hurricane or other emergency situation, and are expected to perform emergency service duties, as assigned.

Physical Requirements:
Positions in this class typically require reaching, standing, walking, grasping, talking, hearing, seeing, repetitive motions, and dexterity.
Light Work: Exerting up to 20 pounds of force occasionally. The position also requires sitting for long periods of time.