Senior Administrative Support Specialist

City of Panama City Beach•Pcb, FL

About The Position

Under direction, the Senior Administrative Support Specialist performs nearly the full range of assigned duties with only occasional instruction or assistance. The position carries out complex and responsible administrative functions, leads a variety of projects, conducts necessary research, and works with considerable independence and initiative. Its purpose is to provide specialized administrative support for Public Works Department operations. The work involves a varied set of related duties and frequent interruptions, and successful performance contributes to the efficiency and effectiveness of department operations. The role supports department staff and operations through calendar and records management, correspondence, purchasing and invoice processing, contracts, asset and fleet recordkeeping, onboarding, travel arrangements, reporting, and assistance with bids, City Council agenda items, and emergency management tracking. The position also serves the public and coordinates with city employees, state agencies, contractors, vendors, and the general public.

Requirements

High school diploma or GED.
Three years of experience in administrative operations.
Possession of, or ability to obtain upon employment, a Florida driver’s license with a safe driving record.
Complete a customer service, business, project management, or equivalent training class within one year of employment, subject to supervisory approval.
Obtain a Certified Administrative Professional certification within 18 months of employment.
Be commissioned as a Notary Public in Florida, or have the ability to obtain the commission within six months of employment.
Equivalent combinations of education, experience, and training may be considered.
Knowledge of modern office practices and procedures, basic accounting principles, City payroll and purchasing policies and procedures, City and departmental policies and procedures, computers and job-related software, and basic mathematics, grammar, punctuation, spelling, and vocabulary.
Skills in prioritizing and organizing work, meeting deadlines, customer service, file and records maintenance, using office equipment, and oral and written communication.
Ability to maintain filing systems; ensure timeliness, completeness, and quality control; respond with tact, composure, and courtesy in contentious or stressful circumstances; compile information and prepare detailed reports; adapt to interruptions, equipment failures, unusual demands, and changing priorities; interpret and comply with policies and procedures; maintain appropriate keyboard skills; and establish and maintain effective working relationships.

Responsibilities

Maintain calendars by scheduling bids, advertisements, interdepartmental meetings, and residential meetings.
Maintain project filing systems and renew licenses, certifications, and membership dues for organizations affiliated with the Public Works Department.
Answer telephone calls, greet visitors, provide information and assistance, refer inquiries to appropriate personnel, and respond to email correspondence.
Set up accounts with the current Electric Company for crosswalks, streetlights, and new subdivision accounts.
Manage accounts and contracts for Bay County signalization and Florida Department of Transportation (FDOT) mowing services.
Handle complaints or issues related to the passport parking application for public parking lots within the CRA district.
Compose routine letters, memos, reports, and other communications for Public Works Department staff.
Assist with monitoring Public Works employee timesheets for accuracy on a bi-weekly basis.
Create procedure manuals and forms for the Public Works Department as required.
Reconcile, review, and allocate invoices for payment, and ensure purchases follow City policy and procedure.
Coordinate special purchase requests, bids, and purchases with the Field Operations Manager; contact vendors for pricing and specialty items, vehicles, and equipment.
Coordinate tagging and registration of Public Works equipment and maintain accurate records of department assets.
Accept deliveries for the Public Works Department and coordinate deliveries with the Utilities Department as needed.
Assist with accident reports and workers’ compensation claims; ensure employees complete drug testing per policy and submit vehicle information following an accident.
Assist with department onboarding, issue uniforms, and maintain inventory of departmental supplies and equipment.
Oversee monthly invoicing of various agencies.
Assist Public Works staff in preparing public bid contract documents and City Council meeting agenda items.
Book travel arrangements, per diem, and seminar and training registrations for Public Works staff.
Assist with tracking, monitoring, and reporting functions for Emergency Management within City limits.
Prepare and maintain vehicle mileage records, daily work logs, and training, equipment, and maintenance logs for Public Works personnel.
Maintain accurate logs of equipment, vehicles, materials, tools, parts, and other Fleet-related operations.
Generate statistics; track, research, collect, and compile data; prepare reports and supporting charts; verify and collate reports; and request additional information as needed.
Create organizational charts.
Perform assigned special projects and related duties.
Act as a Notary Public.