Senior Administrative Operations Coordinator

City of Panama City Beach, Florida; Panama City Beach (FL); On-site; USD 45,000 - 60,000; Full time

Job summary

City of Panama City Beach, Florida is seeking a Senior Administrative Support Specialist to handle a wide range of administrative duties with independence and initiative.

The role includes calendar management, invoicing, preparing reports, assisting Public Works and Emergency Management, booking travel, and coordinating with vendors. Notary services, onboarding, and ensuring compliance with city policies are also part of the position.

Qualifications

• High school diploma or GED; three (3) years of experience in administrative operations.
• Possession of or the ability to obtain a Florida driver’s license with safe driving record upon employment.
• Completion of customer service, business, project management or equivalent training class within one year employment based on supervisory approval.
• Possession of a Certified Administrative Professional certification within 18 months of employment.
• Commissioned to act as a Notary Public in the State of Florida; or the ability to obtain within six (6) months of employment.
• Equivalent combination of education, experience and training may be considered.

Responsibilities

• Maintains calendars by scheduling bids, interdepartmental and residential meetings.
• Answers telephone and greets visitors; provides information and assistance; refers to appropriate personnel; responds to email correspondence.
• Composes routine letters, memos, reports and other communications as needed for Public Works Department staff.
• Reconciles, reviews, and allocates invoices for payment; ensures purchases follow City policy and procedure.
• Coordinating bids, purchases, and vendor pricing; maintains records of assets and fleet operations.
• Books travel arrangements, per diem, and registration for seminars/training for all Public Works staff.
• Assists with tracking, monitoring and reporting functions for Emergency Management within the City limits.
• Prepares and maintains vehicle mileage records, daily work logs, training, equipment and maintenance logs for Public Works Department personnel.
• Notary Public services and related duties as needed.

Skills

Prioritizing tasks

Organizing work

Oral and written communication

Customer service

Records maintenance

Keyboard skills

Education

High school diploma or GED

Certified Administrative Professional

Notary Public certification (Notary)

Job description

City of Panama City Beach, Florida is seeking a Senior Administrative Support Specialist to handle a wide range of administrative duties with independence and initiative.

The role includes calendar management, invoicing, preparing reports, assisting Public Works and Emergency Management, booking travel, and coordinating with vendors. Notary services, onboarding, and ensuring compliance with city policies are also part of the position.