Staff Specialist - Public Works

City Of Gainesville, FL; United States; On-site; USD 26,000 - 41,000; Full time

Benefits offered by this job

Health insurance

Life insurance

Paid leave

11 paid holidays a year

Pension plan

Deferred compensation plan

On-site fitness centers

Tuition reimbursement

Wellness program

Job summary

City of Gainesville is seeking an administrative staff member to support middle- to upper-level managers. The role involves confidential file handling, meeting coordination, grant processing, and HR onboarding tasks.

Responsibilities include drafting documents, maintaining records, and assisting with budgets and vendor communications. A suitable degree or related experience is required, with CAP/CPS preferred.

Qualifications

• Associate degree or equivalent vocational training with admin work experience.
• CAP/CPS preferred; may substitute for degree.

Responsibilities

• Assist with administration of labor agreements and complex files.
• Coordinate meetings, events, calendars, and communications.
• Prepare minutes, grant documentation, and reports.
• Support HR onboarding, separations, and policy compliance.
• Provide training to new staff and maintain records.

Skills

Office software

Confidentiality

Communication

Time management

Problem solving

Multitasking

Education

Associate degree in secretarial/administrative field

High school diploma + 3 years admin experience

CAP/CPS preferred

Tools

Word

Excel

Job description

Job Details

Department: GG_Public Works: Refuse Collection

Salary Range Minimum: $19.13

Salary Range Maximum: $29.85

Closing Date: 09/22/2026

Job Description

SUMMARY This is intermediate level, moderate to complex administrative and staff work supporting middle to upper middle level managers who oversee diverse activities in their divisions. Some judgment and discretion are required to perform duties that are mostly cyclical and recurring in nature and are covered by existing procedures or precedents from which the incumbent normally selects the correct procedure and applies it. Matters of policy interpretation or of significance are normally referred to the supervisor for decision making. Positions allocated to this classification typically report to a middle or upper middle level manager of a diverse functional area such as a division and work under general supervision. Work in this class is distinguished from other classifications by its application of recurring but varied, moderately complex and innovative administrative duties in support of multiple functions.

Examples of Work

• Assists supervisor with administration of labor agreements.
• Gathers information, reviews, and compiles complex files on sensitive/confidential issues.
• Assist with planning and execution of meetings and department sponsored events.
• Monitors operation and recommend repairs or upgrades to office equipment and coordinate repair/upgrade of new equipment.
• Receives and screens visitors and/or telephone calls that require the use of judgment, tact, and diplomacy.
• Schedules, coordinates, and maintain assigned calendars.
• Act as the department resource for procurement of needed services, supplies, materials and equipment.
• Assists in the planning, design, development and promotion of special events, goals, objectives, plans, and programs of supervisor’s assigned area.
• Drafts moderately-complex to complex documentation on sensitive/confidential issues.
• Serves as staff liaison to City Commission, Charter Officers, department heads, special committees, boards, standing commission committees or other entities.
• Initiates agenda items, prepares supporting materials and documentation, collects, prepares, and maintains official minutes.
• Prepares, processes, reviews, and monitors grant documentation.
• Oversees and prepares division travel, accounting, payables, contract billing, timekeeping functions and project budgets.
• Enters and maintains purchase requisitions into automated system and processes associated with purchase orders and invoices.
• Review and process incoming electronic and regular mail correspondence, records and reports.
• Investigate subject matter and respond to issues and questions not requiring the attention of the manager.
• Record retention liaison for Department.
• Coordinate the recordkeeping, filing system, and destruction of records.
• Provide training & development to new hire support staff and act as liaison for departmental employees to ensure understanding and compliance of department and organizational policies and procedures.
• Remain abreast of current City policies and procedures, to ensure compliance while processing procurement and payables documents; coordinate with staff and vendors to resolve any issues in receipting invoices timely.
• Act as HR liaison by facilitating onboarding of new hires, employee separations, and retirements, in accordance with City policies and procedures.
• Assists supervisor in researching and responding to inquiries and complaints.
• Independently resolves routine to moderately-complex complaints.
• Assigns work to other subordinates of the assigned supervisor; coordinates workflow, and facilitates work completion.
• Provides coaching/mentoring to subordinate staff.
• Assists in development, preparation, and monitoring of annual and project budgets and reports.
• Performs limited analyses and prepares and summarizes moderately complex statistical data.
• Takes real time or machine dictation.
• Writes, edits, produces, and distributes informational, publicity, and promotional materials.
• Monitors administrative and operational directives from upper management to ensure compliance for area.
• Attends work on a continuous and regular basis.

Essential Job Functions

Depending on area of assignment:

• Assists supervisor with administration of labor agreements.
• Gathers information, reviews, and compiles complex files on sensitive/confidential issues.
• Assist with planning and execution of meetings and department sponsored events.
• Monitors operation and recommend repairs or upgrades to office equipment and coordinate repair/upgrade of new equipment.
• Receives and screens visitors and/or telephone calls that require the use of judgment, tact, and diplomacy.
• Schedules, coordinates, and maintain assigned calendars.
• Act as the department resource for procurement of needed services, supplies, materials and equipment.
• Assists in the planning, design, development and promotion of special events, goals, objectives, plans, and programs of supervisor’s assigned area.
• Drafts moderately-complex to complex documentation on sensitive/confidential issues.
• Serves as staff liaison to City Commission, Charter Officers, department heads, special committees, boards, standing commission committees or other entities.
• Initiates agenda items, prepares supporting materials and documentation, collects, prepares, and maintains official minutes.
• Prepares, processes, reviews, and monitors grant documentation.
• Oversees and prepares division travel, accounting, payables, contract billing, timekeeping functions and project budgets.
• Enters and maintains purchase requisitions into automated system and processes associated with purchase orders and invoices.
• Review and process incoming electronic and regular mail correspondence, records and reports.
• Investigate subject matter and respond to issues and questions not requiring the attention of the manager.
• Record retention liaison for Department.
• Coordinate the recordkeeping, filing system, and destruction of records.
• Provide training & development to new hire support staff and act as liaison for departmental employees to ensure understanding and compliance of department and organizational policies and procedures.
• Remain abreast of current City policies and procedures, to ensure compliance while processing procurement and payables documents; coordinate with staff and vendors to resolve any issues in receipting invoices timely.
• Act as HR liaison by facilitating onboarding of new hires, employee separations, and retirements, in accordance with City policies and procedures.
• Assists supervisor in researching and responding to inquiries and complaints.
• Independently resolves routine to moderately-complex complaints.
• Assigns work to other subordinates of the assigned supervisor; coordinates workflow, and facilitates work completion.
• Provides coaching/mentoring to subordinate staff.
• Assists in development, preparation, and monitoring of annual and project budgets and reports.
• Performs limited analyses and prepares and summarizes moderately complex statistical data.
• Takes real time or machine dictation.
• Writes, edits, produces, and distributes informational, publicity, and promotional materials.
• Monitors administrative and operational directives from upper management to ensure compliance for area.
• Attends work on a continuous and regular basis.

Non-Essential Job Functions

• Performs other related duties as assigned. May perform tasks normally assigned to Staff Assistants as workflow and demands require.

Qualifications

Education and Experience

An Associate degree from an accredited college with major coursework in secretarial science, administrative assistance or related field or equivalent vocational/technical training and two (2) years of responsible administrative and staff support experience; or graduation from an accredited high school or possession of an acceptable equivalency diploma and three (3) years of responsible administrative and staff support experience.

A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate is preferred and may substitute for the Associate degree or equivalent vocational/technical training.

Certifications or Licenses

If courier duties required, a valid Florida Driver license is required.

Certifications

A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate preferred.

Knowledge, Skills and Abilities

Thorough knowledge of office terminology, practices, and procedures, equipment and business English, spelling, and arithmetic. Demonstrable proficiency in personal computers and relevant software. Thorough knowledge of organizational structure and organizational policies, procedures and practices. Ability to function independently through the application of knowledge and skills, good judgment, organization, planning, and problem solving. Ability to analyze moderately-complex information and prepare moderately-complex reports. Ability to maintain confidentiality and respond appropriately to sensitive/confidential issues. Ability to understand and follow complex oral and written instructions. Ability to resolve customer complaints and answer inquiries. Ability to work effectively with co-workers and internal and external customers. Ability to communicate effectively, both orally and in writing. Ability to organize and coordinate multiple work and office staff assignments in a multi-functional work environment.

Physical and Environmental Requirements

To perform this job successfully, an individual must possess certain physical abilities and be able to withstand work related environmental conditions. While performing the duties of this job, the employee is regularly required to sit for prolonged periods of time.

Work Environment
May require occasionally working outside regular business hours, including nights, weekends and holidays.

To be considered for this position you must take and pass the City of Gainesville: -Typing (Passing score is 35WPM; Average Standard Net WPM is the score we go off of) -Word -Excel

Note: May Require Assessment(s). May fill multiple positions. May establish an eligibility list.

Come join our team!

Benefits

• Health insurance
• Life insurance
• Paid leave
• 11 paid holidays a year
• A pension plan
• A deferred compensation plan
• On-site fitness centers
• Tuition reimbursement
• On-site medical staff
• Wellness program

All ‘regular’ employees are eligible for traditional benefits such as health insurance, life insurance, paid leave, 11 paid a holidays a year, a pension plan and a deferred compensation plan, but we also offer great things like on-site fitness centers, tuition reimbursement, on‑site medical staff and a wellness program to keep you healthy and happy. Please note; benefits are not available for temporary employees.

Equal Opportunity

Equal Opportunity The City of Gainesville is an equal opportunity/affirmative action employer and does not discriminate in hiring. Minorities, women and individuals with disabilities are encouraged to apply. Individuals with a disability, who require special accommodations during the selection process, should notify the Human Resources Department at 352-334-5077 or TDD/TTY at 352-334-2292.

Veterans' Preference

Veterans' Preference Veterans are encouraged to apply. Veterans’ Preference ensures that veterans and eligible persons are given consideration at each step of the selection process. However, preference does not guarantee that a veteran or other eligible person will be the candidate selected to fill the position. Section 295.07, Florida Statutes (F.S.) specifies who is eligible for Veterans’ Preference. State of Florida residency is not required for Veterans’ Preference. If you are unable to apply online due to a disability, contact recruiting at [e-mail] or by calling 352-334-5077.

About us

The City of Gainesville proudly employs more than 1,500 dedicated community builders who work every day to make a positive impact on our community. Our team includes professionals from a wide range of fields, from creative innovators and financial experts to public safety personnel and critical infrastructure engineers. We offer diverse and rewarding career opportunities across many departments and service areas, including General Government, Gainesville Police Department, Public Works, Parks, Recreation and Cultural Affairs, Information Technology, Gainesville Fire Department, Regional Transit System, and more. No matter your background or expertise, you'll find meaningful opportunities to grow your career while serving the Gainesville community.