Administrative Specialist-Fleet Services

Overview

Work Location: 1100 26th Avenue East, Bradenton, Florida 34208

Work Hours: Monday - Friday 7:00 am - 4:00 pm

Expected Starting Hourly Range: $18.40 - $23.00

Provides administrative support to a division or section. Ensures efficient and smooth day-to-day operation of the division or section.

• Greets and directs visitors. Acts as first point of contact for visitors on management’s behalf.
• Answers and directs phone calls. Maintains phone lists and organization charts. May perform receptionist duties, as needed.
• Plans, organizes, and schedules appointments and meetings for management. Attends meetings to take minutes and document follow up actions, as requested. Maintains division and/or section calendars.
• Prepares correspondence, reports, letters, and meeting minutes for management as assigned. May prepare agenda items for Board of County Commissioners meetings.
• Maintains division or section 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.
• Maintains office supply inventory. Orders supplies as needed and authorized.
• Makes travel arrangements for management and other employees as directed. Facilitates travel approvals and reimbursements. Reconciles expense reports.
• May be assigned certain fiscal duties such as monitoring expenditures, preparing audit slips, receiving on invoices, and initiating purchase and release orders.
• Attends job-specific training classes as assigned by supervisor.
• Performs other related work (including weather or other extreme emergency duties) as required.

• High school diploma or equivalent.
• Two (2) or more years of administrative experience supporting mid-level management.
• Valid driver's license required with valid Florida driver's license required within 30 days of hire.
• Previous accounting or fiscal experience desired for those positions with fiscal responsibilities.

• Able to prioritize tasks, deal effectively with competing and changing priorities, and meet deadlines.
• Accurate, detail-oriented, and organized.
• Able to resolve routine situations and problems.
• General knowledge and understanding of modern office procedures.
• General knowledge and understanding of regulatory compliance necessary to successfully perform job responsibilities.
• General 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 some explanation or interpretation.
• Capable of working under moderate supervision.
• In addition to the duties and responsibilities outlined above, certain positions will have additional duties as indicated below.