Job Title

Job Family

Job Code

Job Exempt

Administrative Specialist

Seiu_Supervisory

AAM10

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

S15

Hourly

$23.88

$30.45

$37.02

Job Description

Performs responsible, supervisory, and office/staff work assisting the Division Manager in technical and administrative matters. Primary duties include coordination of activities such as budget development and administration, accounting, purchasing, supervisory work directing the activities of clerical functions within the Division, and similar support functions. Work also involves conducting studies and special research projects; explaining policies and procedures; and investigating complaints and recommending solutions to operational and/or administrative problems. This position involves work that is complicated with varied procedures and/or work methods that permit initiative and independent judgement. Work is performed under general supervision of the Division Manager and is reviewed through evaluation of reports submitted, conferences, frequent discussions, and results achieved.

Minimum Qualifications:

Bachelor's Degree in Public Administration, Business Administration, or related area with two to three (2-3) years administrative experience, with responsibility for conducting research, monitoring and maintaining complex financial records, budget preparation, and handling complaints; or an equivalent combination of education, training, and experience. JD Edwards financial software experience highly desired. Valid Florida Driver's License required. Demonstration of typing, Microsoft Word, or Microsoft Excel proficiency may be required, depending on the area of assignment. Background check which includes polygraph may be required, depending on the area of assignment.

Responsibilities

EXAMPLES OF WORK PERFORMED:

Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.

Coordinates and assigns work for clerical staff to ensure workload evenly distributed; monitors work through direct observation and quality control audits. Trains clerical staff in office procedures and use of all equipment; informs staff of policy and procedure changes, provides techincal assistance and reviews work for completeness and compliance with established guidelines. May compile information and prepare reports as required.

Assists in budget preparation; monitors expenditures, prepares various reports and consults with accounting, budget or purchasing personnel to resolve problems with invoices, budget transfers, requisitions, and related issues. Acquires information, compiles quarterly reports and may prepare and/or review related reports and documents..

Receives revenue or collects monies from state grants, liens, occupational liceses, fees, fines and other monies from various sources; insures that all documents reflecting amounts of money are accurate; maintains petty cash balances receipts each day.

Requisitions supplies and equipment for large department having diverse inventory; verifies accuracy of statements and invoices, may monitor and maintain expenditure records.

Confers, in person or by telephone with persons, requesting service or making complaints; conducts or directs necessary research and recommends appropriate action. May independently resolve problems or answer inquiries.

Explains functions and services of the department; answers difficult inquiries and customer complaints in addition to collecting, preparing, and printing of informative material relating to services provided.

Assists the Division Manager and acts with delegated authority as assigned. Studies operations and consults with supervisory personnel on methods to improve programs, methods and services; develops internal operating procedures; attends various meetings as a representative of the Chief Administrator Officer. Participates in the selection, training, counseling, evaluation and/or discipline of employees, explains policies and procedures to personnel, prepares departmental payroll and maintains union contracts.

Conducts research for special studies and projects; collects and analyzes data and provides recommendations regarding the appropriate course of action to solve problems and/or development of new programs; may use personal computer in analyzing data.

Appraises, classifies and determines importance of records.

Responsible for the storage and retrieval, microfilming, inventory, retention schedules and destruction of records.

Operates computer terminal and other office machines and duplicating equipment.

Performs other related work as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of policies, procedures, and practices of assigned area; basic accounting principles and practices; budget development and administration and office practices and procedures..

Considerable knowledge of Business English, spelling, and arithmetic.

Considerable knowledge of codes and regulations of assigned area.

Ability to communicate effectively, both orally and in writing.

Ability to conduct research, analyze, interpret and report findings, and to make valid conclusions and recommendations.

Ability to establish and maintain effective relationships with employees and the public.

Ability to compile data and develop written reports.

Ability to organize and coordinate various activities frequently with stringent deadlines.

Ability to plan and supervise the work of others.

Ability to accurately type 45 wpm.

Ability to operate personal computer, related office equipment and software/programs ie. Microsoft Office Suite, Lotus Notes, etc.

Ability to understand and follow complex written and verbal instructions.

Ability to learn codes, regulations, and procedures of assigned area.

Ability to make difficult mathematical computations accurately.

Ability to provide information correctly and concisely.