Senior Admin Specialist

Senior Administrative Specialist

Location: Lakewood Ranch, FL

Pay Rate: $20.68/hr.

Position Overview

Our client is seeking a highly organized and detail-oriented Senior Administrative Specialist to provide administrative support to department leadership. This role serves as a key point of contact for visitors, staff, vendors, and stakeholders while coordinating schedules, maintaining records, preparing correspondence, and supporting departmental operations.

Minimum Qualifications

• High school diploma or equivalent required.
• Three (3) or more years of administrative experience supporting upper-level management.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Excellent attention to detail and accuracy.
• Ability to resolve routine issues and make minor adjustments to work processes when necessary.
• Knowledge of general office procedures and business operations.
• Understanding of regulatory compliance requirements related to assigned responsibilities.
• Proficiency with Microsoft Office and other business software applications.
• Strong verbal and written communication skills.
• Ability to interact professionally with staff, management, vendors, and the public.

Essential Duties and Responsibilities

• Greet and direct visitors to the department and Director's office.
• Serve as the first point of contact on behalf of the Director.
• Answer, screen, and direct incoming phone calls.
• Maintain departmental phone lists and organizational charts.
• Coordinate calendars, appointments, meetings, and schedules for the Director and assigned managers.
• Attend meetings, take minutes, and document follow-up actions.
• Prepare correspondence, reports, letters, presentations, and meeting minutes.
• Maintain departmental files and records, including confidential and sensitive information.
• Ensure compliance with records retention requirements.
• Update and maintain office policies and procedures.
• Process requests and approvals for stipends, mobile devices, and purchasing cards.
• Manage office supply inventory and order supplies as needed.
• Coordinate travel arrangements, approvals, and reimbursements for department staff.
• Reconcile expense reports.
• Assist with departmental budget preparation, expenditure tracking, and fiscal monitoring as assigned.
• Perform other administrative support duties as needed.

Ideal Candidate

The ideal candidate is a proactive administrative professional who thrives in a fast-paced environment, maintains confidentiality, exercises sound judgment, and provides exceptional support to leadership while ensuring the efficient operation of the department.

Pay Rate: $20.68/hr.

Location: Lakewood Ranch, FL