Administrative Specialist -All Levels

General Description

Salary Administrative Specialist I: $21.90 – $27.36 Hourly

Administrative Specialist II: $23.41 – $31.23 Hourly

Administrative Specialist I General Description The purpose of this position is to offer administrative support to the assigned department. This is accomplished by answering and directing calls; handling travel arrangements; maintaining inventory; filing documents; complying with documents; completing work requisitions; acting as a liaison between the assigned department and division; managing payroll and correspondences; creating training for department; evaluating and directing work requests; and processing permits. Other duties include handles complaints; organizing events; aiding with external special functions; organizing meetings; and supporting organization committees and groups.

Administrative Specialist II General Description The purpose of this position is to perform a variety of higher level administrative and office support tasks, related to the function and department assigned. Work is performed under general supervision of the department director and may receive technical and functional supervision from other administrative or professional personnel. This position requires independent judgment to be exercised when performing various clerical and office support tasks. Successful performance of the work requires the ability to exercise sound independent judgment, coordinate several activities, gather and analyze data and write reports while meeting critical deadlines and maintaining effective working relationships with internal and external customers.

Essential Functions Administrative Specialist I Essential Functions:

Provides administrative support by creating correspondences; maintaining communications and personnel records; handling all claims and complaints; processing purchase requisitions and payroll; returning calls; evaluating reports and documents; and managing a calendar.
Organizing duties for staff; assisting upper management; obtaining permits; processing work orders; and documenting work order requests.

Administrative Specialist II Essential Functions

Build and maintain positive working relationship with co-workers, other employees and the community using principles of good customer service; represents and promotes Toho Water Authority to the community in a friendly, helpful and professional manner.
Work to continuously improve effectiveness and efficiency of assigned and related tasks.
Greet and screen all visitors and incoming calls, making referrals to appropriate personnel or personally resolving the matter. Provided both basic and specific information to telephone and in-person inquiries.
Prioritize, distribute, and process incoming and outgoing mail for the assigned department.
Provide administrative/secretarial support for management and/or staff of assigned department/division: relieve management staff of routine administrative tasks; screen telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; record and transcribe dictation; type, compose, edit, or proofread various documentation.
Create, proofread and process a variety of documents including general correspondence, forms, memos, statistical charts and specialized documents from drafts, notes or verbal instruction. Review documents for accuracy, completion and conformance to established procedures.
Monitor inventory of department supplies and forms; ensure availability of adequate materials to conduct work activities: initiate requests/orders for new or replacement supplies.
Build and maintain positive working relationships with co-workers, other employees, and the community using principles of good customer service; promotes and represents Toho Water Authority to the community in a friendly, helpful, and professional manner.
Identify and/or recommend cost control measures in the delivery of all services and functions within department and under area of responsibility.
Processes department payroll, generates finance reports and assists with the development of annual budgets at the direction of department director.
Performs related duties as assigned.

Minimum Qualifications MINIMUM QUALIFICATIONS: Required Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain that required qualification would be: Administrative Specialist I

A High School Diploma or GED issued from an approved GED Administrator.
Relevant experience in a related field is a plus.
Must possess and maintain a valid State of Florida Class E Driver’s License.

Administrative Specialist II

High School Diploma or GED issued from an approved GED Administrator.
Four years of relevant industry or professional experience.
Must possess and maintain a valid State of Florida Class E Driver’s License.

DESIRABLE QUALIFICATIONS:

Strong organizational skills
Proven ability to exercise sound, independent judgment, and discretion while maintaining the confidentiality of information and documents
Proficient working knowledge of Microsoft Suite of products (Outlook, Word, Excel, PowerPoint).
Strong verbal and written communication skills.
Demonstrated ability to manage projects, prioritize and meet deadlines.

KNOWLEDGE, SKILLS AND ABILITIES

Requires effective communication skills, both verbally and written; must be proficient in business English, including proper spelling, punctuation and grammar
Must possess strong attention to detail and ability to juggle multiple competing priorities
Skilled at handling sensitive and confidential matters with professionalism, discretion, and tact (e.g., personnel and disciplinary items)
Capable of working independently on tasks
Ability to interface and communicate with various internal and external stakeholders in an effective and courteous manner and establish and maintain effective working relationships with supervisors, coworkers and other organizations
Ability to successfully function within a fast-paced environment while meeting dynamic needs and adapt to change

Physical Demands

Physical Requirements The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and bend, kneel, squat, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Working Conditions The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate. Environmental factors include indoor, flat surface, noise, sitting with occasionally walking and standing.

Health, Dental, and Vision Medical Insurance

Employee Onsite Wellness Center

401(a) and 457 Retirement Plans

Retirement Match

Group Basic Life Insurance / AD&D

Paid Vacation and Holidays

Paid Sick Time / Sick Bank

Employee Assistance Program

Flexible Spending Account Program

Dependent Care (FSA)

Longevity and Christmas Bonuses

Tuition Reimbursement

What is the highest degree or level of school you have completed? If currently enrolled, highest degree received.

High school graduate, diploma or GED from approved GED Administrator
Some college, no degree
Associates degree
Bachelor’s degree or higher

Do you currently possess a valid class E State of Florida Driver’s License?

If you answered “No” to the above question, are you able to obtain a State of Florida Class E Driver’s License prior to employment?

How many years of experience do you have working in an Administrative Specialist or similar role?

None to less than 1 year of experience
1 year of experience
2 years of experience
3 or more years of experience

Please describe your computer literacy skills?

Are you proficient in Microsoft Office applications, including Word, Excel, Access, and Power BI?

What is your level of experience with Excel (e.g., formulas, pivot tables, data analysis)?

1-2 years of experience
2-4 years of experience
4-6 years of experience

Can you describe the accounting practices you’re familiar with or have expertise in?

Please describe your experience working with financial or accounting-related systems.

Required Question

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