Title: Administrative Specialist
Job Class Code: 1030
Pay Grade: 205 ($18.23 hourly)
FLSA Status: Non-Exempt
Department(s): Various
Purpose of Classification
The purpose of this classification is to provide administrative support to an assigned work unit. Employees in this classification perform routine and advanced administrative support and customer services duties as dictated by the nature of the work unit. Performs responsible work in the review, processing and issuance of documents, records, and/or reports as required by work unit assigned.
Minimum Qualifications
A. Education and Experience:
Must possess a high school diploma or GED, supplemented by three (3) years of progressively responsible experience in administrative functions demonstrating excellent customer service skills and the ability to apply acute attention to detail.
B. Certifications and Licenses:
None required.
C. Knowledge, Abilities, and Skills:
Excellent oral and written communication skills required. Must have knowledge of standard office practices, procedures, equipment and administrative support techniques including record keeping, auditing, and handling correspondence/reports. Knowledge of basic math as applied to the calculation of fees, bookkeeping, and balancing. Knowledge of public records research and requirements.
Essential Functions
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Provides administrative support to a complex operating department. Plans, initiates and carries to completion various administrative assignments for assigned work unit.
Greets and assists visitors and staff in a friendly and professional manner; provides information as requested.
Routes incoming phone calls to the appropriate staff or department.
Responds to inquiries from the public by providing information related to policies and/or procedures related to assigned work unit, either at the counter or by phone.
Responsible for cash drawer (where applicable); collects fees.
Assists in the processing and reconciliation of receivables daily; prepares deposits and reports for Finance.
Assists with preparing monthly reports and maintaining electronic records and files.
Assists with tracking invoices and reconciling purchase orders for payments.
Assists with various research projects, special projects and outreach projects.
Performs records searches to complete public records requests and prepares records for electronic archiving in accordance with public records laws.
Coordinates with other departments and regulatory agencies to ensure the required approvals have been granted.
Files/routes correspondence or reports to City staff as required.
Provides general information about City services as qualified.
Prepares correspondence, statistical and other required reports.
Keeps up to date on information and technology affecting functional areas to increase innovation and ensure compliance.
Reads and interprets manuals to ensure safe and efficient operation of equipment.
Performs other duties as assigned.
Performance Aptitudes
Requires ability to review, classify, categorize, prioritize, and/or analyze data.
Requires the ability to exchange information for the purpose of clarifying details within well-established policies, procedures and standards.
Requires ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated are of responsibility.
Requires ability to operate, maneuver and/or control the actions of equipment and materials used in performing essential functions.
Requires ability to utilize a wide variety of reference, descriptive and/or advisory data and information.
Requires ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages, and the ability to utilize principles of fractions.
Requires ability to exercise judgment in situations or operations covered by well established procedures.
ADA Compliance
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, taste, odor, depth texture, and visual cues or signals. Some tasks require the ability to communicate orally.
Environment Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.
Current City of Fernandina Beach employees interested in applying for this position should submit a Job Posting Application/Resume to Human Resources. Interested applicants must submit resume and employment application (located at www.fbfl.org) by email at [email protected] or mail to:
City of Fernandina Beach
Attention: Human Resources Director
204 Ash Street
Fernandina Beach, FL 32034
The City of Fernandina Beach, Florida is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City of Fernandina Beach, Florida will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
Medical
Dental
Vision
Employer Paid Life Insurance
Pension
PTO
12 paid holidays
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