Senior Administrative Specialist (IIO)

Hillsborough County•Tampa, FL

3d•Onsite

About The Position

Performs administrative and office support activities providing customer service, clerical, secretarial, processing and/or internal Financial related duties, which may require varying degrees of independent judgment. This role supports executive leadership, department managers, and/or directors across a broad range of functions. Key experience includes managing complex calendars and email communications, supporting departmental payroll processes, administering PCard transactions, coordinating office supply procurement, and processing non-financial transactions and travel documentation within an Oracle system. The successful candidate demonstrates strong organizational skills, exceptional attention to detail, and the ability to manage multiple competing priorities while maintaining accuracy, efficiency, and professionalism under pressure. A commitment to excellent customer service, along with strong written and verbal communication skills, is essential. Proficiency in Microsoft Office applications, including Word, Excel, and Outlook (email and calendar management)—is required, with the ability to effectively leverage these tools to support high-level administrative and operational functions.

Requirements

At least three years of experience providing senior-level administrative and operational support in a fast-paced, high-demand environment.
Managing complex calendars and email communications.
Supporting departmental payroll processes.
Administering PCard transactions.
Coordinating office supply procurement.
Processing non-financial transactions and travel documentation within an Oracle system.
Strong organizational skills.
Exceptional attention to detail.
Ability to manage multiple competing priorities while maintaining accuracy, efficiency, and professionalism under pressure.
Commitment to excellent customer service.
Strong written and verbal communication skills.
Proficiency in Microsoft Office applications, including Word, Excel, and Outlook (email and calendar management).
Knowledge of policies, procedures, precedents, regulations, executive orders, and rules of assigned department or agency.
Knowledge of executive administration, such as word processing, managing files and records, transcription, designing forms and other related procedures.
Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar.
Knowledge of principles and processes for providing customer service, such as assessing customer needs, meeting quality standards for service, and evaluating customer satisfaction.
Skill in communication and effective writing.
Skill in using logic and reasoning to identify complex problems and evaluate and implement alternative solutions, conclusions or approaches.
Ability to use discretion and independent judgment in evaluating information.
Ability to transcribe documents and information from different sources.
Ability to serve the public and represent the department director or agency head with courtesy and professionalism.
Ability to effectively lead or supervise lower level administrative/clerical and administrative/secretary staff.
Bachelor's degree in the related area; OR An equivalent combination of education (not less than a high school diploma/GED), training, and experience that would reasonably be expected to provide the job-related competencies noted above.
Maintain the ability to pass the background checks required for the position.
Possess the necessary job-related license(s) or certification(s) that may include possession of a Florida Driver License (Class E).

Nice To Haves

Experience supporting executive leadership, department managers, and/or directors across a broad range of functions.

Responsibilities

Independently performs a wide variety of paraprofessional administrative, secretarial and confidential functions and duties supporting a director or agency head.
Manages and closely monitors director’s or agency head’s calendar; schedules and coordinates appointments, conferences and itineraries; makes travel and lodging arrangements; completes travel reimbursement documentation.
Initiates and schedules tentative appointments for director or agency head; reserves venue, coordinates attendees; assembles handout materials, slideshow presentations and equipment.
Reviews outgoing correspondence for internal consistency and proper conformance with administrative policies, approvals and signatures, as well as formatting, grammatical construction and typographical errors.
Initiates and composes agendas, minutes, correspondence, memos, spreadsheets, logs, invoices, and reports in final form, for approval or signature of director or agency head.
Interprets, recommends and implements improvements to administrative policies and internal workflow procedures.
Independently determines for the director or agency head, priority status and special attention to important matters received or observed, such as incoming postal mail, electronic mail, correspondence, statements, face-to-face customers, phone calls and internal staff actions.
In the director or agency head’s absence, ensures that requests for action or information are completed or referred to appropriate staff member or area of responsibility; determines whether director or agency head should be notified of high-priority or emergent matters.
Makes recommendations and advises director or agency head on budgetary matters concerning office expenditures, such as equipment and supplies and monetary benefits, such as payroll, salary, and overtime.
Independently processes, coordinates and adjusts payroll, timekeeping, schedules and leave requests for department or agency.
Accesses, secures and monitors restricted, sensitive and confidential records or information to include but not limited to records involving- personnel, payroll, medical, performance or disciplinary.
May provide supervision, guidance, training, and review the work of subordinate administrative/clerical and administrative/secretarial staff to ensure accuracy, completion, timeliness and corrective action, as needed.
May serve as representative and liaison for director or agency head by disseminating directives, instructions, assignments and following-up on the status of time sensitive items within the department or agency.
May meet with customers, special interest groups, high-ranking officials, unions and others on behalf of director or agency head; or other professional staff, committee, council or board members.
Performs other related duties as required.