Administrative Support Specialist

7 days ago

Largo, United States Pinellas County Government Full time
The individual selected for the Administrative Support Specialist 1 position will join a diverse team of employees that support the daily operations of the Safety & Emergency Services Department. Safety & Emergency Services coordinates a diverse set of programs geared towards ensuring effective and efficient public safety for residents and visitors within Pinellas County. Safety & Emergency Services works closely with public safety agencies to ensure successful collaboration throughout the county. The Department manages programs through the following Divisions: Ambulance Billing & Finance, EMS & Fire Administration, Regional 9-1-1, and Radio & Technology.

The Administrative Support Specialist 1 will work in direct support of EMS/Fire Division's Director, Manager, Supervisor, and Training Coordinators. This is independent administrative office support work. Areas of specialty may include any or all the following: Assisting Training Coordinators and Management with all training related functions, including, but not limited to: Preparing test materials, data entry in the form of student information, test scores, certifications, reimbursement invoices, etc.

An employee in this class has full departmental responsibility for ensuring the supporting administrative areas of assignment are completed in accordance with laws, policies, and procedures, by given deadlines. At this level, employees regularly develop work processes and procedures and may serve the administrative needs of several managers or supervisors.

What Would You Do?
  • Receives visitors, telephone calls, and chat inquiries for the department, ascertains nature of business, personally handles those requesting information, and directs others to appropriate authority for disposition;
  • Receives and screens incoming mail, routes correspondence, and prepares and sends outgoing correspondence;
  • Coordinates, administers, and manages special projects for directors and researches and prepares reports on administrative matters for associates, managers, and others;
  • Develops and oversees records management controls, develops procedures, either automated or manual, and trains staff in usage;
  • Processes, codes, and maintains personnel, payroll, property control, purchasing, claims, and/or fiscal records, performs arithmetical calculations, and compiles reports for manager's information;
  • Attends meetings and creates minutes, in accordance with department policy;
  • Build and maintain training schedules and calendars using 3rd party software and Google calendars, per the direction of the Training Coordinator and Department Managers;
  • Review trainee credentials; ensures complies with policy, per the direction of the EMS Training Coordinator and Department Managers
  • Onboard/offboard EMS Training instructors;
  • Order uniforms;
  • Review instructor reimbursements; ensures complies with County and department policy;
  • Operates personal computer and performs data processing functions including using available software packages, report generation, data entry retrieval and other specialized and routine computer operations;
  • Periodically assist in delivering paperwork to test sites;
  • Performs related work as assigned or required;
  • Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations;

What Do You Need To Have?

Administrative experience preparing, processing, and maintaining administrative records with a focus on using Microsoft Office and
  • 3 years of experience as described above; or
  • Associate degree and 1 year of experience as described above; or
  • Bachelor's degree with some experience as described above; or
  • An equivalent combination of education, training, and/or experience.
  • Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.
  • This position is subject to a Level 2 Criminal History Check completed by the Florida Department of Law Enforcement.

Highly Desirable
  • Associate degree or some college course work.

Knowledge, Skills, and Abilities
  • Detail oriented.
  • Able to work with minimal supervision.
  • Excellent time management skills.
  • Experience scheduling meetings for multiple persons and agencies.
  • Professional interpersonal skills.
  • Clean driving record

Our Benefits Rank Among The Top In The Area
  • We are proud to offer our employees an excellent benefits package. See our Benefits Handbook.
  • Looking for a strong retirement? We have you covered as members of the Florida Retirement System (FRS) with investment and pension options.
  • We have deferred compensation programs, wellness centers, and tuition reimbursement to name a few perks.Check out what we offer

Want to Learn More?

Please review the full classification description with the Physical/Mental Demands, Working Conditions, and Knowledge, Skills, and Abilities at the below link.

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