Administrative Specialist

Fire Prevention Administrative Assistant

Location: Sarasota, FL

Pay: $20/hour

Schedule: 8 a.m.-5 p.m. Monday – Friday

Job Type: Temporary / Contract

Overview

Seeking a detail-oriented administrative professional to support Fire Marshal operations in Sarasota. This role focuses on invoice processing, data accuracy, and customer communication related to life safety inspections and fire alarm billing.

Minimum Qualifications

• High school diploma or GED
• Strong data entry and computer skills
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Ability to research and verify information accurately
• Strong attention to detail and organizational skills
• Professional communication skills (phone and email)

Preferred Experience

• Experience with invoicing, billing, or accounts receivable
• Familiarity with Accela, Mobile-Eyes, or similar systems
• Customer service experience working with businesses or the public

Key Responsibilities

• Print and process Life Safety Inspection and False Fire Alarm invoices using Accela and Mobile-Eyes
• Organize invoices by address to reduce duplicate mailings and control postage costs
• Verify billing details, including addresses, invoicing history, and outstanding balances
• Research and correct returned or undeliverable invoices using Property Appraiser, Sunbiz, and online tools
• Respond to billing questions and invoice status inquiries from business owners and property managers
• Coordinate with the Office of Financial Management (OFM) to track and update payments in Mobile-Eyes
• Maintain accurate records of active businesses and occupancies with Fire Inspectors and supervisory staff
• Assist with customer intake and scheduling requests as needed
• Perform general administrative support and data entry tasks

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