Senior Administrative Specialist

Work Location:

1022 26th Avenue East, Bradenton, Florida 34208 Work Hours: Monday - Friday 7:00 am - 4:00 pm

Expected Starting Hourly Range: $20.68 - $25.84 Depending on area of assignment, this position will provide highly responsible, confidential, complex, and specialized administrative support for assigned department. Working Conditions Normal office situation. High noise environment while performing certain responsibilities. Sitting for long periods of time, working on computer. Lifting equipment up to 25 lbs. alone; up to 75 lbs. with assistance. Occasional high stress situations. Essential Functions These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position. Administrative Support for Department Director Greets and directs visitors to the department or Director's office. Acts as first point of contact for visitors on the Director's behalf. Answers and directs phone calls. Maintains departmental phone lists and organization charts. Plans, organizes, and schedules appointments and meetings for the Director and other managers, as assigned. Attends meetings to take minutes and document follow up actions, as requested. Maintains departmental calendars. Prepares correspondence, reports, letters, and meeting minutes for the Director and other managers as assigned. Maintains departmental files and records, including some that may be sensitive and/or confidential. Ensures all records retention requirements are met. Updates and maintains office policies and procedures. Processes requests and approvals for stipends, mobile devices, and purchasing cards. Maintains department's office supply inventory. Orders supplies as needed and authorized. Makes travel arrangements for the Director and other department employees as assigned. Facilitates travel approvals and reimbursements. Reconciles expense reports. May coordinate preparation of departmental budget, monitor expenditures, and provide fiscal control over expenditure requests. Administrative Support for Fleet Maintenance Act at the highest level of accountability, civility, and ethical responsibility; successfully manage multiple priorities in a dynamic environment.; greets and directs visitors to the division, and act as first point of contact for visitors. Answers and directs phone calls, along with maintaining phone lists and organizational charts; perform processing and scanning for fleet division P card program, and act as liaison to fiscal staff for transaction processing. Data entry and sublet entry into the FMIS / Fleet Management Information System; Processes requests and approvals for stipends, mobile devices, and purchasing cards; may assist with budget coordination, monitor expenditures, and provide fiscal control over expenditure requests. Posses strong analytical and communication skills; Conduct comprehensive research on a wide array of programs and initiatives;Demonstrate exceptional organizational abilities Assist with the preparation and delivery of presentations and briefings;Maintains departmental calendars. Makes travel arrangements for the Fleet Manager and other division employees as assigned, facilities travel approvals / reimbursements and reconcile expense reports. Plans, organizes, and schedules appointments and meetings for the Fleet Manager, Operations Chiefs, and other senior staff, as assigned Prepares correspondence, reports, letters, and meeting minutes for the Fleet Manager, Operations Chiefs, and other senior staff, as assigned Maintains division files and records, including some that may be sensitive and / or confidential; updates and maintains division policies and procedures. Maintains division office supply inventory, and orders supplies as needed Works under moderate supervision Extensive knowledge and understanding of computer systems and software applications required to perform job duties. Extensive verbal and written communication skills, and interpersonal skills in order to interact professionally and effective with staff, management, vendors, and other stakeholders able to communicate information that requires explanation or interpretation Supervise subordinate staff including: Administrative Specialist and Fleet Data Review Technician Other special projects and assignments at the direction of the Fleet Manager Performs other related work (including weather or other extreme emergency duties) as required. High school diploma or equivalent. Three (3) or more years of administrative experience supporting upper-level management, depending on area of assignment. Valid driver's license required, with valid Florida driver's license required within 30 days of hire. Equivalent combinations of education and experience may be considered.

Knowledge, Skills, and Abilities: Able to prioritize tasks, deal effectively with competing and changing priorities, and meet deadlines. Accurate, detail-oriented, and organized. Able to resolve situations and problems that may require interpretation or minor adjustments to working methods. Good knowledge and understanding of general office procedures and/or Human Resources operations, depending on area of assignment. Good knowledge and understanding of regulatory compliance necessary to successfully perform job responsibilities. Good knowledge and understanding of computer systems and software applications required to perform job duties. Good verbal and written communication skills and interpersonal skills in order to interact professionally and effectively with staff, management, vendors, and other stakeholders. Able to communicate information that requires explanation or interpretation. Works under moderate supervision. #J-18808-Ljbffr