Admin Support Specialist

City of Venice•Venice, FL

18h•Onsite

About The Position

Serves as the initial contact for the City and provides administrative support as required. This role is crucial for maintaining essential city services, and employees may be activated as essential personnel in the event of a civil emergency. The position involves a variety of administrative tasks to support different city departments, particularly Human Resources.

Requirements

High school graduate or equivalent.
One (1) year general office experience required.
Possess a valid Florida Driver’s license, free of any serious violations or ability to obtain within thirty (30) days from hire date.
Ability to interact with the public in a professional, respectful manner.
Ability to operate a multi-line telephone system.
Ability to work independently of direct supervision.
Capable of sustaining regular and predictable attendance.
Possess excellent listening, speaking, and communication skills.
Knowledge of city functions, outside agencies' and community organizations’ services.
Must be able to understand and follow instructions.
Must be able to complete all forms and reports legibly and accurately.
Capable of prioritizing and completing multiple tasks.
Handle the pressure of deadlines.
Deal with difficult people with courtesy and self-control.
Ability to establish and maintain effective working relationships with elected officials, supervisors, co-workers and the general public.
Working knowledge of the current version of the Microsoft Office Professional software suite including proficiency with Word and Excel.
Basic understanding of the current version of the Microsoft Windows operating system.
Ability to learn specific computer applications used in the Human Resources Department.
Requires finger and wrist dexterity and hand/eye coordination to perform keyboard functions and operate multi-line telephone system.
Good eyesight and hearing with or without aides.
Ability to speak clearly and distinctly.

Nice To Haves

Multi-line telephone experience preferred.
Familiarity with Central Square Software applications based on an iSeries system is preferred.
Working knowledge of the current versions of Microsoft Outlook and Internet Explorer is also highly recommended.

Responsibilities

Answers multi-line telephone and transfers callers to the appropriate department.
Determines and redirects customers to other government agencies or community organizations.
Greets and directs visitors to the appropriate departmental process and provides general information/assistance.
Assists the Human Resources (HR) Manager with recruitment tasks, including drafting and posting job announcements, scheduling interviews, preparing employment paperwork, and maintaining personnel files.
Assists the Benefits Administrator with benefits administration tasks, including verifying deductions, logging wellness reimbursement requests, scheduling meetings, and creating flyers.
Assists city staff with administrative tasks such as copying, faxing, filing, data entry, and other assigned projects.
Accurately and legibly completes reports, forms, and other required documentation.
Receives and processes shipments and deliveries.
Coordinates meeting room schedules for use by outside groups.
Performs other related assignments and tasks as assigned.
Cross-trains in other functions of the Department and provides backup and assistance in those areas as required.
Responsible for the timely and accurate completion of work assignments.
Responsible to the Department Director or designated supervisor.