Administrative Support Specialist 1

Pinellas County Government

1d • Onsite

About The Position

Pinellas County Utilities seeks an Administrative Support Specialist dedicated to excellence and innovation in a fast-paced, team-oriented environment. The Administrative Support Specialist should be professional, well-organized, confident, and comfortable working with minimal direction, as well as comfortable with ambiguity. This position supports the daily operations of Pinellas County’s Water Quality Division. This individual will ensure that all correspondence, communications, special projects, and scheduling are successfully completed to high-quality standards, maintaining accuracy, precision, and consistency.
Who Are We?
Pinellas County Utilities is a forward-thinking and innovative utility focused on solving problems, enhancing our services, and meeting the needs of today while planning for tomorrow. We believe in continuous improvement, building efficiencies in our processes, and making the necessary infrastructure investments needed to protect public health and the environment. We are passionate about public service and committed to providing a safe and enriching environment for our employees.
At Pinellas County Utilities, our vision is to be the premier water utility focused on exceeding customer expectations through value-driven innovated services.
The values of the Utilities Department are:
Water Quality
Adaptability
Technology & Innovation
Efficiency, and
Reliability & Resiliency
This Administrative Support Specialist position is located at: 1620 Ridge Road, Largo, FL 33778.
Work Schedule: Monday – Friday; 8:00 a.m. – 4:30 p.m.
The Ideal Candidate Is:
An efficient and critical thinker capable of creating high-quality written communication, presentations, Excel tracking sheets, comprehensive summaries, and data reports compiled from multiple documents, special projects, and key talking points.
A quality, concise, and clear business writer, as well as an exceptionally meticulous proofreader, capable of compiling a large, quarterly, multidivisional report.
A candidate who exhibits a high degree of professionalism and tact and is enthusiastic about gathering data and information to provide a comprehensive response that supports executive leadership.
Comfortable working in a fast-paced environment; confident in scheduling meetings, taking accurate meeting notes, and following up with staff on assigned tasks to ensure deadlines are met.
A highly organized individual who can anticipate needs based on an awareness of priorities and work plan expectations. Demonstrates initiative in providing organized and effective support to executive leadership.

Requirements

• Experience – Clerical experience in preparing, processing, and maintaining administrative records.
• Education – A degree in a related field.
• At least 3 years of experience as described above; or
• Associate degree as described above and at least 1 year of experience as described above; or
• Bachelor’s or higher-level degree as described above, and some experience as described above; or
• An equivalent combination of education, training, and/or experience.
• Possession and maintenance of a valid State of Florida Driver's License upon hiring with eligibility based upon evaluation of a Motor Vehicle Record (MVR) driving report.
• Assignment to work a variety of work schedules, including compulsory work periods in special, emergency, and/or disaster situations.
• This position is primarily assigned to provide shelter support during disaster and emergency situations. However, the employee acknowledges and agrees that they may be reassigned to other operational needs, such as the Emergency Operations Center (EOC), the Utilities Operations Center (UOC), and the Citizen Information Center (CIC), if required.

Nice To Haves

• Experience working in a customer service-oriented, data-intense, technical environment.
• A highly organized individual who is nimble, detail-oriented, and positive.
• Able to learn new systems and provide recommendations to enhance workflow efficiency.
• Knowledge of policies and procedures.
• Demonstrates initiative in improving workplace processes.
• Knowledge and experience as a special event coordinator.
• Advanced Office 365 skills.
• Above-average organizational skills, self-motivated
• Efficient, critical thinker capable of creating high-quality written communication, presentations, and talking points.
• High-quality, concise, and clear business writer, as well as an exceptionally meticulous proofreader, capable of compiling large reports.
• Exhibits a high degree of professionalism and supports executive leadership.
• Comfortable working in a fast-paced environment; confident in scheduling meetings and taking meeting notes. Efficient with collecting data from others and following up with staff on assigned tasks to meet strict deadlines.
• Highly organized individual who is able to anticipate needs based on awareness of priorities and work plan expectations.
• Demonstrates initiative in providing organized and effective support to executive leadership.
• Knowledge of the principles, practices, and procedures of public and business administration as applied in a large organization.
• Knowledge of County procedures and ability to apply this knowledge to tasks.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to maintain effective working relationships with others.
• Ability to plan, organize, coordinate, and support the work of professional, supervisory, and clerical employees across multiple divisions.
• Ability to work independently on complex and confidential tasks.

Responsibilities

• Provides direct administrative support to the Division Director of the Utilities’ Water Quality and three Section Managers. The Division is comprised of three sections – Water Quality Monitoring, Utilities Laboratory, and Hydrogeology.
• Manages the Division Director’s calendar with confidence, often scheduling appointments, resolving conflicting appointments, and preparing for meetings with little input or direction.
• Tracks incoming and outgoing emails for priority and promptly routes or responds to customer and internal correspondence.
• Coordinates meetings with adherence to established scheduling protocols – agenda preparation, note-taking, and follow-up on action items.
• Receives telephone calls, ascertains nature of business, personally handles those requesting routine information/appointments, and directs remainder to the appropriate team, ensuring necessary action has been taken to address the inquiry.
• Prepares travel arrangements as necessary, including pre-and post-trip documentation processing, booking arrangements, and coordination with fellow Pinellas County Utilities (PCU) travelers, when necessary
• Composes letters, emails, request forms, and memos for signature.
• Assists the Division when needed with preparing files to be sent to Records Management.
• Performs quality reviews of all documentation sent for signature by the Division Director or another member of the Executive Leadership team.
• Prepares and collects data for Excel spreadsheets regarding personnel, operating, or budget information.
• Submits new annual purchase orders and cancels old purchase orders.
• Researches purchase order and invoice information to ensure accuracy and resolve discrepancies
• Orders a wide range of supplies and other items on behalf of the Division.
• Prepares and types a variety of reports.
• Maintains a comprehensive electronic and paper file system and records, including personnel records.
• Prepares and converts PDF documents from Word, PowerPoint, and Excel with the ability to merge documents accurately.
• Operates a variety of office equipment and job-related software applications.
• Submits facilities requests for building and meets with contractors to show where issues are.
• Receives and distributes office mail.
• Performs other related job duties as assigned.

Benefits

• Comprehensive Benefits Package: Enjoy affordable medical, dental, vision, life insurance, flexible spending accounts, and more that meet the needs of you and your family.
• Florida Retirement System (FRS): Secure your financial future with a robust retirement plan that gives you peace of mind as you plan for tomorrow.
• Generous leave time: Take advantage of time off to recharge and enjoy life outside of work.
• Wellness Program: Access to county gyms 24/7 and wellness programs as part of our commitment to employee wellness.
• Deferred compensation: Build your savings and plan for the future with flexible deferred compensation options tailored to your financial goals.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree