Administrative Support Specialist - Human Resources

Highly responsible position overseeing administrative services for an assigned department; provides customer service support, technical support to operating divisions, and professional support to the director. Work is performed under the supervision and direction of the Benefits and Wellness Administrator.

• Manages day-to-day administrative functions of the assigned department.
• Plans, organizes, initiates, and carries to completion various administrative duties, including preparation/distribution of correspondence, letters, memoranda, forms, Legistar Items.
• Responds to public records requests and requests to produce information.
• Assists Staff Assistant II with completion of verification of income.
• Serves as lead to department support staff.
• Review, verify, and process invoices for payment in accordance with organizational policies.
• Process payments to vendors, ensuring proper documentation and coding.
• Compile, review, and process employee purchasing card (P-card) transactions, ensuring receipts and justifications are submitted and compliant.
• Maintain accurate and up-to-date records of all financial transactions.
• Assist with budget tracking and reporting as requested.
• Coordinate with internal departments and external vendors to resolve payment or documentation issues.
• Support audits and internal reviews by compiling relevant financial records.
• Process Retiree medical, dental, vision premium payments. 
• Conduct annual CDL query through Clearinghouse.
• Maintain office supplies and order needed items. 
• Assists Staff Assistant II with filing and maintaining employee records.
• Assists Staff Assistant II with periodic audits of employee records.
  (These essential job functions are not to be construed as a complete statement of all duties performed.   Employees will be required to perform other related duties as assigned, including City-directed work assignments in the event of a declared emergency.)

• Advanced knowledge of administrative services and office management practices.
• General knowledge and understanding of local government finance procedures, including budget and procurement.
• Excellent customer service skills with ability to communicate effectively, both in person and in writing.
• Ability to produce and maintain financial and statistical records/reports.
• Ability to research/analyze data and present findings in various report formats.
• Ability to prioritize and manage multiple work assignments with competing deadlines.
• Ability to plan, organize and use mature judgment in evaluating situations and making decisions in accordance with established policy.
• Ability to establish and maintain effective working relationships with employees and the general public.

WORK ENVIRONMENT

The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job.   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Working Conditions:   

While performing the duties of this job, the employee’s work is typically performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.

Risk/Safety Conditions:  

This position requires minimal exposure or risk to physical health and/or physical safety (e.g., exposure to environmentally hazardous material, heavy equipment, etc.)

Physical Activities:

The work is light: exerting up to 20 pounds of force occasionally, and up to 10 pounds of force frequently, and negligible amount of force constantly to move objects. Additional requirements include balancing, climbing, crouching, feeling, fingering, grasping, handling, hearing, kneeling, lifting, mental acuity, pulling, pushing, reaching, repetitive motion, speaking, standing, stooping, talking, visual acuity, and walking.

Position requires the operation of a City vehicle.

(Occasional=1-3 Hrs.; Frequent=3-5 Hrs.; Constant=5-8 Hrs. – Per Workday)

Education and Experience:

• High school diploma or equivalent, supplemented by college-level and/or field-related courses.
• Five (5) years office management or progressively responsible administrative work.

(A comparable amount of relevant training, education and/or experience may be substituted for the above qualifications.)

Licenses and Certifications:

Possession of or ability to obtain a valid Florida driver’s license by date of hire.

Emergency Response Responsibility

Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event.  All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.

Vets Preference Statement

The City of Nort Port, FL is an Affirmative Action/ADA/Veterans’ Preference and Equal Opportunity Employer. Women, Minorities, and Persons with Disabilities are Encouraged to Apply.

Salary : $42,031 - $67,249