Administrative Specialist II - General Services - R14498

About Our Job

This position is responsible for professional and administrative duties assisting department and division management. Work involves the independent management of administrative activities or complex special projects through planning administrative objectives and priorities. This position performs difficult and responsible administrative tasks for Fleet Services. The position requires considerable initiative and independent judgment. This position provides financial related duties, internal controls, and office support for Fleet & Facilities Management, Fleet Services.

Exercising strong independent judgment, provides contract support related to development, tracking and processing purchase order and change orders.

Manages purchase requisition process; utilizes One Solution, OnBase, SharePoint and other systems on a daily basis to track the status of purchase orders and invoices and tracks the status of outstanding invoices.

Researches financial and business data and prepares reports/presentations. Creates and maintains various logs, reports, files and product/vendor information.

Performs data analysis, account audits, including expenditure and vendor reporting to assist in managing agreement thresholds. Utilizes charts and graphs in performing spend analysis. Reconciles receipts utilizing WORKS.

Assists as FEMA Field Representative during and after events, logging and verifying timesheets, creating work orders, logging work order numbers and providing required paperwork.

Performs related work as required.

Answers telephone calls or provides information in person regarding services of Fleet Services Service Center.

Administers fuel cards for County.

Provides specific information about procedures, regulations, or ordinances.

Receives request for services and responds to complaints.

Provide office support and supply purchasing as needed.

Coordinates with Fixed Asset Management and reconciles inventory assets with them and maintains records and prepares reports.

Independently develops, tracks, administers and provides analysis/reports for Fleet Services internal controls and accountability.

Assists in the coordination and maintains records for ASE and EVT training and testing, submits incentive program information.

Keeps current of any materials and new developments that might be useful to Fleet processes and procedures.

Maintains records and prepares reports.

Organizes research projects.

Independently researches complex projects and provides in-depth reports.

Maintain confidentiality for management.

Work Hours:

Monday – Friday, 7:00 a.m. – 3:30 p.m.

Minimum Qualifications:

A High School Diploma or GED with 2 – 5 years of administrative and computer experience. College course work in Business from an accredited college or university preferred. Related professional certification preferred.

NOTE:

One-year of college may substitute for one year of experience.

Detail oriented. Ability to work independently and as a team player. Ability to meet tight deadlines. Intermediate to advanced proficiency in Microsoft Office software. Must become proficient in County used software such as One Solution, On Base, SharePoint, WORKS, and Fleet Focus databases. Must have solid written and verbal communication skills, general accounting/bookkeeping skills, positive attitude, patience and common sense. Knowledge of Smartsheet and Gov Max is also preferred.

Pay: $16.03 – $18.00

This Posting is currently Open Until Filled