Administrative Support Specialist 1

Classification Title: Administrative Support Specialist 1, C19

Location: Public Safety Complex, 10750 Ulmerton Rd., Largo FL 33778

The individual selected for the Administrative Support Specialist 1 position will join a diverse team of employees that support the daily operations of the Safety & Emergency Services Department. Safety & Emergency Services coordinates a diverse set of programs geared towards ensuring effective and efficient public safety for residents and visitors within Pinellas County. Safety & Emergency Services works closely with public safety agencies to ensure successful collaboration throughout the county. The Department manages programs through the following Divisions: Ambulance Billing & Finance, EMS & Fire Administration, Regional 9-1-1, and Radio & Technology.

The Administrative Support Specialist 1 will work in direct support of each Division’s Director, Manager, and Supervisor. This is independent administrative office support work.  Areas of specialty may include any or all the following:  Asset management and tracking (includes packaging, shipping, and receiving), scheduling multiple meetings for multiple participants, writing memos and letters, corresponding with the public (via phone, via email, and in-person), corresponding with multiple agencies, answering office phones, greeting and escorting visitors, other duties as assigned, to support the high-paced department’s daily activities.

An employee in this class has full departmental responsibility for ensuring the supporting administrative areas of assignment are completed in accordance with laws, policies, and procedures, by given deadlines.  At this level, employees regularly develop work processes and procedures and may serve the administrative needs of several managers or supervisors.

Essential Job Functions

• Coordinates, administers and manages special projects for Director and Coordinators: researches and prepares reports on administrative matters for associates, managers and others.
• Develops and oversees records management controls, develops procedures, either automated or manual and trains staff in usage.
• Processes, codes and maintains personnel payroll, property control, purchasing, claims and/or fiscal records; performs arithmetical calculations; compiles reports for Director's information.
• Coordinates clerical and administrative activities of several department sections.
• Receives visitors, telephone calls, and chat inquiries for the department, ascertains nature of business, personally handles those requesting information, appointments, and as many others as possible, and directs remainder either to appropriate authority for disposition.
• Receives and screens incoming mail, routes correspondence, and prepares and sends outgoing correspondence
• Maintains appointment calendars and advises supervisors of important meetings.
• Compiles and analyzes data, prepares statistical and other reports for customers and managers.
• Provides information on department policies, procedures and operations.
• Prepares or directs the preparation of documents, claims department paperwork, requisitions purchase, delivery of service, equipment, commodities, materials and supplies.
• Resolves problems with customers, contractors, agencies, vendors, departments and/or providers.
• Maintains records of activities to coordinate workflow, maintains schedules and meets quality requirements.
• Operates personal computer and performs data processing functions including using available software packages, encoding data, report generation, data entry retrieval and other specialized and routine computer operations.
• Performs related work as assigned or required.

Position Specific Requirements

Experience – administrative experience preparing, processing, and maintaining administrative records with a focus on using Microsoft Outlook for scheduling.

• 3 years of experience as described above; or
• Associate degree and 1 year of experience as described above; or
• Bachelor’s degree with some experience as described above; or
• An equivalent combination of education, training, and/or experience.  
• Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.

Highly Desirable

• Associate degree or some college course work.

Knowledge, Skills and Abilities

• Detail oriented.
• Able to work with minimal supervision.
• Excellent time management skills.
• Experience scheduling meetings for multiple persons and agencies.
• Professional interpersonal skills.

Physical/Mental Demands

This is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly.  Additionally, the following physical abilities are required:

• Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Grasping: Applying pressure to an object with the fingers and palm.
• Handling: Picking, holding, or otherwise working, primarily with the whole hand.
• Visual ability: Sufficient to effectively operate office equipment including copier, computer, etc.; and to read and write reports, correspondence, instructions, etc.
• Hearing ability: Sufficient to hold a conversation with other individuals both in person and over a telephone; and to hear recording on transcription device.
• Speaking ability: Sufficient to communicate effectively with other individuals in person and over a telephone.
• Mental acuity: Ability to make rational decisions through sound logic and deductive processes.
• Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Repetitive motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Standing: Particularly for sustained periods of time.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.

Working Conditions

• Work is performed in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs.

 

This position has supplemental questions. If unable to complete all questions, you may save your answers as a draft during the application process and return at any time prior to the closing date. Please note that the application is complete upon final submission.