Facility & Parks Support Specialist

Okaloosa County; Crestview (FL); On-site; USD 38,000 - 62,000; Full time

Job summary

Okaloosa County is seeking an experienced Administrative Support professional for the Facilities & Parks Department in Crestview, FL. The role involves responding to inquiries, preparing reports, and assisting management with projects and hiring processes.

Ideal candidates will have an Associate degree with business/admin coursework and at least one year of relevant experience, plus proficiency in Word, Excel and Outlook.

Qualifications

• Associate’s degree with coursework in Business Management, Finance or Administration plus 1 year of advanced admin support experience.
• Experience with Microsoft Word, Outlook and Excel required.
• Experience with Cartegraph, ONBASE, Central Square, NEOGOV, and Payroll preferred.

Responsibilities

• Respond to telephone, email, written and in-person inquiries; provide information on county policies and procedures.
• Assist management with preparing project presentations and weekly reporting.
• Prepare and process new hire documentation and coordinate with Human Resources.
• Prepare, distribute and maintain correspondence, work orders, reports and other documents; organize information for the department.
• Perform accounting duties: billing, invoicing, card statement reconciliation, and travel forms; assist with month-end/year-end processes.
• Review departmental contracts for insurance requirements and renewals.
• Conduct research, create forms and assist with special projects and public records requests.
• Schedule meetings and record official minutes as required.
• Enter timesheet data, inform staff on payroll policies and leave balances.
• Represent Facilities & Parks Department on the Procurement Selection Committee as needed.
• Enter data into various software and database programs and keep data up-to-date.

Skills

Administrative support

Communication

Time management

Data entry

Education

Associate degree

Tools

Microsoft Word

Outlook

Excel

Cartegraph

ONBASE

Central Square

NEOGOV

Payroll

Job description

Provides administrative, technical and operational support to the Facility & Parks Maintenance Department.

• Responds to telephone, email, written and in-person inquiries; provides answers and information requiring knowledge of Okaloosa County and departmental policies and procedures.
• Assists department management staff with preparing project presentations and weekly reporting.
• Prepares and processes new hire documentation, i.e. scheduling interviews, submitting new hire forms & interview notes to Human Resources for further review.
• Prepares, distributes, and maintains correspondence, work orders, requisitions, reports, agendas and other documents and/or files; responds to requests; organizes and relays information related to assigned functional area.
• Performs accounting duties to include billing, collection, invoice processing, reconciliation of purchasing card statements, and preparation of travel-related forms; assists with month-end and year-end processes; assists with inventory maintenance.
• Performs reviews of departmental contracts to ensure all insurance requirements and contract renewals are current.
• Conducts research, creates forms, participates in special projects, conducts surveys, and processes confidential or sensitive documents and correspondence to assist executive level management members to provide informed and timely responses to inquiries, requests for information, etc.
• Files paper and electronic records; maintains files and filing systems according to department/division guidelines.
• Assists with coordinating and scheduling meetings; attends meetings and records official minutes as required.
• Performs timekeeping functions; verifies, enters and submits timesheet data and/or reports; advises department managers of leave balances; informs department staff on payroll policies and changes.
• Represents Facilities & Parks Department on the Procurement Selection Committee as needed.
• Prepares responses and generates documentation for public records requests.
• Enters data into various software and database programs; ensures data is kept up-to-date.
• Performs other duties as assigned.

Education, Training and Experience:

Associate’s degree with course work emphasis in Business Management, Finance, Administration, supplemented by one (1) year of progressively responsible experience in advanced administrative support functions; or an equivalent combination of education, training and experience which provides the required knowledge, skills and abilities.

Experience with Microsoft Word, Outlook and Excel software required.

Experience with Cartegraph, ONBASE, Central Square, NEOGOV, and Payroll is preferred.

Licenses and/or Certifications:

Requires a valid driver license.

Physical Requirements:

Requires the ability to operate office equipment, to include computers, copy/fax machines and related peripherals. Must be able to exert 25 to 50 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull or otherwise move objects. Requires periodic walking and standing, with occasional bending and stopping. Physical demands are essentially those of sedentary work.

Language Ability:

Requires the ability to communicate effectively in English, including the ability to convey, record and exchange information; requires the ability to explain procedures and to give, receive and follow oral and written instructions. Must be able to read and interpret a variety of moderately complex technical data, policy and procedure manuals, codes, professional journals. Requires the ability to prepare forms and reports using prescribed formats, and adhering to all rules of grammar, spelling, diction and punctuation. Must be able to communicate effectively and efficiently in a variety of technical and/or professional languages used within the parameters of the job and with a broad array of individuals from various professional backgrounds.

Intelligence:

Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions; to interpret a variety of technical instructions in written, mathematical or diagrammatic form; to learn and understand relatively complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation.

Numerical Aptitude:

Must be able to add, subtract, multiply and divide; to determine weight; calculate decimals and percentages; compute discount, profit and loss, ratio and proportion.

Interpersonal Temperament:

Requires the ability to deal with people beyond receiving instructions. Must be adaptable to performing under moderate levels of stress, imposed by frequent deadlines, peak workloads, or public contact. Requires the ability to exercise consistent tact and courtesy when in frequent contact with various professionals, county staff, and the general public.