Admin Support Specialist

City of Deerfield Beach•Oveta McKeithen Recreational Complex, FL

1d•Onsite

About The Position

The purpose of this position is to perform general clerical tasks, communicate with and greet vendors, respond to phone calls and emails, handle payroll and personnel issues, and manage office equipment and supplies. Responsibilities may vary depending upon the assigned department. This role works under close to general supervision according to set procedures but determines how or when to complete tasks. Essential functions include answering and directing incoming calls, welcoming individuals, informing, advising, recording, processing, and following up on customer requests/complaints, determining the need for office supplies, equipment, and materials, replacing or purchasing new office supplies and equipment, compiling and preparing detailed financial, statistical, and/or other specialized reports, using 3rd party software for program and activity registrations and reports, processing vouchers for incoming invoices, reviewing invoices for accuracy, gathering, compiling, and processing documents for purchase requisitions, maintaining time and attendance records, preparing payroll, supporting human resource and payroll processes, responding to and initiating inquiries, explaining policies, answering questions, independently resolving problems, composing and preparing correspondence, performing basic statistical calculations, performing specialized administrative duties, supporting purchasing requirements, arranging and coordinating travel, assisting in city-wide special events, compiling and maintaining information, creating reports and memos, organizing events, and serving as personal assistants to senior-level managers. Other duties may be assigned.

Requirements

High School Diploma or GED equivalent.
Four (4) years of administrative support, bookkeeping or related experience an equivalent combination of education, training and experience.
Must possess and maintain a valid state driver’s license with an acceptable driving history.
Working knowledge of Microsoft Office Suite, including Word, PowerPoint, and Excel
Experience using business email services, such as Microsoft Outlook
Previous experience with, or an ability to learn to use common office equipment, such as modern phone systems, fax machines, and copy machines.
Comfort multitasking and handling multiple requests from different individuals and departments.
Ability to work quickly and in a potentially high-stress environment.
Strong communication skills and extremely self-motivated when managing communication channels.
Highly organized and capable of creating organizational systems that others easily utilize.
Ability to communicate and deal effectively with the public and other City employees.
Ability to work independently.

Responsibilities

Answer and direct all incoming calls and welcome all individuals who enter the office.
Inform, advise, record, process and follow-up all customer requests/complaints efficiently and expeditiously as received by telephone, mail or personally from citizens, elected officials, agencies, City employees and/or clients.
Determine the need of office supplies, equipment, and materials.
Replace or purchase new office supplies and equipment as needed.
Compile and prepare detailed financial, statistical, and/or other specialized reports from general instructions; may be required to tabulate totals and verify figures.
Efficient with 3rd party software for program and activity registrations and reports.
Process vouchers for incoming invoices and submit to Accounts Payable for processing.
Review invoices for accuracy.
Gather, compile and process documents required to create purchase requisitions for contracts and incoming invoices and submit to Accounts Payable as is required.
Maintain time and attendance records and may prepare payroll for the supervisor's signature.
Support human resource and payroll processes as primary contact or backup for payroll preparation or certification, leave tracking, appointment papers, and other requirements.
Respond to and initiate inquiries (questions regarding purchasing, personnel, facilities, administration, specialized programs, etc.).
Explain policies, answer questions, and independently resolve problems whenever feasible.
Compose and/or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools.
Perform basic statistical calculations on data for reports and presentations.
Perform specialized administrative duties required to support the department, using discretion to make judgments based on operating guidelines.
Support purchasing requirements for department, researching items and obtaining price quotes, entering information into purchasing systems, receiving purchase orders, and maintaining P-Card information as required.
Arrange and coordinate travel and travel reimbursement for staff.
Assist in city-wide special events.
Compile and maintain information that may require web or library researching, gathering, compiling, and updating data and records.
Create reports and memos, organize events, and serve as personal assistants to senior-level managers.
Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.