Utilities Administrative Services Coordinator

Charlotte, County of (FL); Port Charlotte (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

Charlotte County in Florida seeks an organized administrative professional to support the Utilities department. The role covers budget administration, records management, purchasing, and staff support to keep daily operations efficient.

Responsibilities include coordinating office procedures, maintaining personnel records, and assisting with financial reporting. You will interact with leadership, vendors, and the public, ensuring compliance with county policies and procedures.

Qualifications

• High school diploma or equivalent.
• Two years of experience in administrative support.
• Lead-worker or supervisory experience preferred.
• Government work experience preferred.

Responsibilities

• Oversee a broad range of administrative functions for Utilities.
• Coordinate office procedures and maintain records and training files.
• Assist with budget preparation and financial reporting.
• Manage purchasing, contracts, and vendor services.
• Support staff, schedule meetings, and respond to inquiries.

Skills

MS Office proficiency

Data entry

Customer service

Written & verbal communication

Education

High school diploma or equivalent

Two years of administrative support experience

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Business software apps

Job description

Are you an organized professional who enjoys keeping operations running smoothly and supporting a team’s success? In this role, you’ll oversee a wide range of administrative functions that help ensure the efficient day-to-day operation of the Utilities department. From budget administration to records management, purchasing, and staff support, your work will play a vital role in keeping departmental operations on track.

You’ll coordinate office procedures, maintain personnel and training records, and assist with budget preparation and financial reporting. You’ll also oversee purchasing activities, monitor expenditures, manage contracts and records, and coordinate facility maintenance, equipment needs, and vendor services. Working closely with department leadership, you’ll help develop efficient administrative processes and support compliance with County policies and procedures.

This position also serves as a key resource for staff and the public. You’ll schedule meetings, training sessions, and travel arrangements; respond to citizen and staff inquiries and concerns; prepare reports, correspondence, and other administrative documents; and support special projects as needed.

If you’re detail-oriented, customer-focused, and enjoy balancing multiple priorities in a fast-paced environment, this role offers an opportunity to make a meaningful impact by supporting the people, processes, and operations that keep County services running effectively.

You have a strong understanding of departmental policies, modern office practices, and proficiency in Microsoft Word, Excel, PowerPoint, and other business software applications. You’re familiar with local government operations and can effectively interpret departmental procedures, policies, and administrative processes.

You bring solid administrative and organizational skills, including experience preparing correspondence, maintaining records, managing data, and supporting day-to-day office operations. Your attention to detail, analytical abilities, and research skills help you identify solutions, improve processes, and ensure work is completed accurately and efficiently.

You’re an effective communicator with strong written and verbal communication skills, capable of interacting professionally with staff, leadership, vendors, and the public. You can prioritize competing responsibilities, meet deadlines, and exercise sound judgment while handling confidential or sensitive information.

In addition, you’re proficient with office technology, including computers, multi-line phone systems, scanners, copiers, and other business equipment. You have strong data entry and recordkeeping skills and can prepare reports, business correspondence, and procedural documents with minimal supervision.

Above all, you’re a dependable team player who provides exceptional customer service, builds positive working relationships, and can effectively support and guide administrative staff while contributing to the overall success of the department.

Education and Experience:

An equivalent combination of relevant training, education and experience:

• High school diploma or equivalent
• Two (2) years of experience in relevant administrative support
• Preferred:
  1. Lead-worker or supervisory experience
  2. Government work experience

Licenses and/or Certificates:

• Depending on area of assignment:
  • Must maintain a valid driver’s license.
• Depending on area of assignment, may be required to obtain and maintain licensure as a Notary Public.

PHYSICAL DEMANDS

Walking, sitting, hearing, seeing up close, talking, standing, finger movement, repetitive motions. Occasional lifting up to 15 lbs.

WORK ENVIRONMENT

Work is performed in a relatively safe, and secure work environment.

RISK/SAFETY CONDITIONS

The position requires no exposure or risk related to physical and/or mental health and safety.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Charlotte County is an Affiantative Action/ADA/Veterans' Preference and Equal Opportunity Employer. Women, Minorities, and Persons with Disabilities are Encouraged to Apply.