Administrative Support Specialist | Senior Administrative Support Specialist

City of Panama City Beach•Pcb, FL

1d•Onsite

About The Position

This position serves as an Administrative Support Specialist or Senior Administrative Support Specialist, with the latter being an advanced level requiring more experience and the ability to perform complex tasks independently. The role involves providing comprehensive administrative support to a department, including managing communications, processing paperwork, assisting with procurement, coordinating meetings, preparing reports, and maintaining records. The Senior level may also involve functional supervision of interns or clerical staff.

Requirements

High school diploma or GED
Administrative Support Specialist: One year of experience providing administrative support.
Senior Administrative Support Specialist: Three years of progressively responsible experience in administrative support or office management.
Possession of, or ability to obtain, a valid Florida driver’s license with a safe driving record within 30 days of employment.
Possession of or the ability to obtain notary public for the State of Florida.
Equivalent combinations of education and experience may be considered.

Nice To Haves

Possession of a Certified Administrative Professional certification (for Senior level).

Responsibilities

Answers telephone and greets visitors, providing information and assistance.
Performs administrative support functions such as data entry, typing, filing, reviewing, and processing paperwork.
Reconciles, reviews, and allocates invoices for payment, ensuring compliance with City policy.
Notifies field staff of customer service inquiries and requests, entering tickets into a tracking database.
Maintains departmental calendars and proofreads routine and technical documents.
Coordinates meetings and scheduling.
Assists with specialized projects.
Assists department with procurement processes, including Request for Proposals and Invitation to Bids.
Coordinates and manages departmental agenda items, maintaining calendars, scheduling meetings, preparing documentation, and ensuring communication.
Composes routine letters and replies on behalf of department staff.
Assists with accident reports and workers’ compensation first reports of injuries.
Assists with department onboarding, issuing uniforms, and maintaining inventory of supplies and equipment.
Coordinates the tagging and registering of department equipment.
Prepares reports for internal review and submission.
Maintains and updates the department’s internal intranet pages, website, or shared drives.
Generates statistics, tracks, researches, collects, and compiles data for reports.
Researches, compiles, organizes, and analyzes data for special projects or reports.
Assists with developing and maintaining procedure and reference manuals and/or forms.
Books travel arrangements, per diem, and registration for seminars/training.
Prepares and maintains vehicle records.
Performs related duties as assigned.