Operations Support Specialist II - Fleet

Collier County, FL; Naples (FL); On-site; USD 42,000 - 62,000; Full time

Job summary

Collier County is seeking an experienced administrative professional to support divisional operations, including payroll, budgeting, purchasing, and reporting. The role involves coordinating office functions, reviewing documents, entering data, and maintaining records.

Fingerprinting is required, and candidates with relevant experience and an associate degree are preferred. Salary offers may vary with qualifications.

Qualifications

• Associate degree required.
• Three (3) years of related experience.
• Candidates without a degree should possess two (2) additional years of related experience.
• Fingerprinting required

Responsibilities

• Coordinates and provides operational support to assist in the management of divisional operations, programs, and services.
• Coordinates the activities of assigned support, administrative and office functions; reviews and processes internal reports, invoices, contracts and related documents; prepares related summaries.
• Receives and responds to inquiries from the public and other departments; prepares and proofreads correspondence and coordinates with outside contractors.
• Reviews and summarizes fiscal and administrative information; develops forms, reports and file systems.
• Performs administrative duties including budget, purchasing, payroll and accounting documents; tracks expenditures and revenues; prepares budget amendments.
• Serves as liaison between Division and other support services such as IT, HR, Risk Management, and Procurement.
• Assists hiring managers with vacancies, requisitions, applications, interviews and onboarding processes.
• Enters data into Division databases; maintains automated and manual records and files.
• Provides information to internal and external callers/visitors about the Division and its services.
• Assists with special projects and orders office supplies; arranges travel and maintains calendars.

Skills

Administrative support

Data entry

Budgeting

Interpersonal communication

Education

Associate degree

Job description

Collier County strives to be an employer of choice, and many of our employees build long-term careers with us. The salary listed in the job description reflects the full pay range for this position, from entry level through advanced career stages.

NEW EMPLOYEES ARE HIRED AT, OR NEAR THE ENTRY POINT SHOWN, DEPENDING ON QUALIFICATIONS AND RELEVANT EXPERIENCE.

Performs varied advanced administrative, technical and lead general assistance duties in support of Division operations. Work involves coordinating, preparing and processing varied administrative documents such as payroll, budget, purchasing, etc.; preparing a variety of operational documents, forms, reports, records and summaries; entering data and retrieving information from Division databases; and maintaining automated and manual files.

• Coordinates and provides operational support to assist in the management of divisional operations, programs, and services.
  
• Coordinates the activities of assigned support, administrative and office functions; reviews and processes a variety of internal and external reports, forms, invoices, contracts and related documents; prepares related statistical summaries and narrative reports.
  
• Receives and responds to requests, inquiries and complaints from the public, other jurisdictions and other County Divisions, Departments and sections; prepares and proofreads correspondence for format, accuracy and completeness; coordinates activities with and provides information to outside contractors and service providers.
  
• Reviews and summarizes a variety of fiscal, statistical and administrative information; prepares related reports and memoranda; develops and revises division forms and report formats, as well as report preparation procedures; develops, implements and maintains a variety of file systems.
  
• Performs a variety of administrative duties for the Division to include preparing and/or processing budget, purchasing, payroll and accounting documents; coordinates the preparation of budget development documents; tracks expenditures and revenues; and prepares budget amendments. Records and deposits monies received by the Division.
  
• Serves as liaison between assigned Division and support services Divisions, including Information Technology, Human Resources, Risk Management, and/or Procurement.
  
• Provides support to hiring managers to include monitoring vacancies, entering requisitions for vacancies, completing human resources related forms, printing and reviewing applications, scheduling interviews and assisting with divisional onboarding processes.
  
• Enters data into Division databases, to include information from administrative functions and from operational/program activities.
  
• Establishes and maintains automated and manual records and files.
  
• Provides assistance and information to internal and external callers and visitors regarding the Division, its programs and services and the administrative support functions; refers callers/visitors to appropriate staff as needed.
  
• Performs special projects as assigned.
  
• Order office supplies; makes travel arrangements and reservations; and maintains calendars for management staff or conference rooms.
  

• Associate degree required.
  
• Three (3) years of related experience.
  
• Candidates without a degree should possess two (2) additional years of related experience.
  
• Fingerprinting required

• Salary offers above the minimum pay grade may be considered based on qualifications.
• Essential Employees may be required to work during an undeclared or declared emergency. The County’s Administrative Office will determine who will be required to work on an incident-by-incident basis.
• This job posting is not intended to be an all-inclusive list of responsibilities, skills, or working conditions associated with the position.