Senior Administrative Support Specialist

City of Panama City Beach; Panama City Beach (FL); On-site; USD 40,000 - 60,000; Full time

Job summary

City of Panama City Beach seeks a Senior Administrative Support Specialist to handle complex clerical duties with independence. You will manage calendars, respond to inquiries, prepare reports, and assist with procurement and onboarding in the Public Works context.

Role requires organization, attention to detail, and the ability to lead projects while coordinating with multiple departments and vendors. Notary duties may be involved.

Qualifications

• High school diploma or GED required with 3 years in administrative operations.
• Completion of customer service, business, project management or equivalent training within 1 year of employment.

Responsibilities

• Maintains calendars by scheduling meetings and bids.
• Answers telephone and greets visitors; directs to appropriate personnel.
• Reconciles invoices and ensures purchases follow City policy.
• Prepares letters, memos, reports and other communications.
• Assists with onboarding and department supplies management.
• Books travel arrangements, per diem, and registrations for seminars.

Skills

Calendar management

Customer service

Notary Public

Records management

Communication

Data entry

Education

High school diploma or GED

Tools

Microsoft Office

Job description

Under direction, the Senior Administrative Support Specialist can perform nearly the full range of duties assigned with only occasional instruction or assistance as needed. Incumbents perform complex and responsible functions, including leading a variety of projects and performing necessary research. Works with considerable independence and initiative.

• Maintains calendars by scheduling bids, advertisements, interdepartmental and residential meetings.

• Maintains file systems for all projects, renews licenses, certifications, and membership dues to organizations affiliated with Public Works Department.
• Answers telephone and greets visitors; provides information and assistance; refers to appropriate personnel; responds to email correspondence.
• Sets up accounts with current Electric Company in regard to crosswalks, streetlights, and new subdivision accounts.
• Manages accounts and contracts for Bay County signalization and Florida Department of Transportation (FDOT) mowing services.
• Handles complaints or issues with passport parking application for the public parking lots within the CRA district.
• Composes routine letters, memos, reports and other communications as needed for Public Works Department staff.
• Assists with monitoring time sheets for accuracy for all Public Works Employees on a bi-weekly basis.
• Creates procedure manuals and/or forms for Public Works Department as required.
• Reconciles, reviews, and allocates invoices for payment; ensures purchases follow City policy and procedure.
• Coordinates any special purchase request, bids and purchases, with the Field Operations Manager, reaches out to vendors for pricing and or specialty items, vehicles and equipment for Public Works Department.
• Coordinates tagging and registering all public works equipment. Maintains accurate records of all Public Works assets.
• Accepts deliveries for the Public Works Department and coordinates with the Utilities Department on deliveries as needed. Assists with accident reports and workers’ compensation claims. Ensures employees complete drug testing per policy and submits vehicle information following an accident.
• Assists with department onboarding; issues uniforms and maintains inventory of departmental supplies and equipment.
• Oversees monthly invoicing of various agencies.
• Assists Public Works staff in the preparation of public bid contract documents.
• Assists Public Works staff in preparation of agenda items for City Council Meetings.
• 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.
• Maintains accurate logs of equipment, vehicles, materials, tools, parts and other Fleet related operations.
• Generates statistics; tracks, researches, collects, and compiles data; prepares reports and supporting charts; verifies reports for accuracy; collates reports; requests additional information as needed. Creates organizational charts.
• Performs assigned special projects.
• Acts as a Notary Public.
• Performs related duties as assigned.

MINIMUM 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 of 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.

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of modern office practices and procedures.
• Knowledge of basic accounting principles.
• Knowledge of city payroll and purchasing policies and procedures.
• Knowledge of city and departmental policies and procedures.
• Knowledge of computers and job-related software programs.
• Knowledge of basic mathematics, grammar, punctuation, spelling and vocabulary.
• Skill in prioritizing and organizing work and meeting deadlines.
• Skill in the provision of customer services.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Skill in oral and written communication.
• Ability to maintain filing systems.
• Ability to achieve timeliness, completeness and assuring proper quality control.
• Ability to respond with tact, composure, and courtesy even when encountering contentious circumstances and assisting individuals who may be experiencing stress.
• Ability to compile information and prepare detailed reports.
• Ability to adapt to interruptions, equipment failures, unusual demands or changing priorities.
• Ability to read, interpret, explain, and comply with a variety of policies and procedures.
• Ability to maintain appropriate keyboard skills necessary for successful job performance.
• Ability to establish and maintain effective working relationships with City employees, contractors, vendors, government agencies, and the public.

SUPERVISORY CONTROLS

The Public Works Business Manager assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines the Code of Ordinances, the Code of Ethics, FDOT traffic standards, the Land Development Code, and city and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

• The work consists of related administrative support duties. The variety of tasks to be performed combined with frequent interruptions contributes to the complexity of the position.
• The purpose of this position is to provide specialized administrative support for the operations of the department. Successful performance contributes to the efficiency and effectiveness of those operations.

CONTACTS

• Contacts are typically with co-workers, other city employees, representatives of state agencies, contractors, vendors, and members of the general public.
• Contacts are typically to give or exchange information, resolve problems, and provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed in an office setting, mostly sedentary, while sitting at a desk or table. The employee is regularly required to talk, hear, see, grasp, finger, perform repetitive motion, walk, stand, and carry, push, pull or move objects. The employee occasionally lifts light to medium objects up to 40 lbs., stoops, kneels, and distinguishes between shades of color.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

**These are intended only as illustrations of various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.