Job Information
Sarasota County Government Administrative Support Specialist - Parks, Recreation, and Natural Resources in Sarasota, Florida
Department:
Parks Recreation & Natural Resources
Start Here. Grow Here. Stay Here.
Are you an experienced administrative guru with executive exposure? Our Parks, Recreation, and Natural Resources (PRNR) department is in need of an Administrative Specialist III. This position provides a high level of professional support and assistance to the Director and Senior Managers, serves as the primary customer service contact for the department and office area, assists walk-in customers, as well as a variety of other functions supporting the management team and day-to-day operations of PRNR. Assignments require independent judgment of administrative functions, providing customer service, clerical, secretarial, processing and/or internal financial related duties. You must have an ability to maintain the confidentiality of correspondence, documents, discussions, meetings and/or telephone calls to thrive in this role.
The pay starts out between $23.33 - $25.00/hour, based on your experience, and benefits begin within 60 days of hire. Support the mission and vision of the county and apply today to join a community with countless opportunities for both growth and development!
About the Position
In this role you will be responsible for...
Administrative Functions
Coordinate the administrative activities of the department.
Represent the position of the department during the development and standardization of County-wide administrative systems and policies.
Assist with planning, organizing and implementing administrative management systems and policies.
Provide administrative support to high level management and the Director, requiring tact, diplomacy and confidentiality.
Manage appointments/calendars for management, identifying appointments for re-schedule and contacting others.
Arrange travel for staff and management as needed, including travel vouchers, mileage forms, rental cars, hotels, and/or registration.
Prioritize and identify the urgency of calls and emails from a variety of sources including various department staff, Commissioner's Office, Office of the County Attorney (OCA) and Administration, etc.
Support preparations of eGenda and Board presentation materials.
Research ordinances, statutes, PRNR and County policies and administrative rulings to develop responses to outside inquiries.
Update and distribute documents including but not limited to department staff organization chart, email contact groups, the parks master list, and call tree information. Tracks staff certifications and coordinates with HR to track and account for all PRNR staffs' completion of mandatory training. In coordination with supervisors and staff, updates FAQs with the Contact Center as necessary for projects or issues.
Serve as lead coordinator with division records liaisons and managers on records retention, regular reviews and maintenance of electronic files.
Facilitate and oversee the common areas of floor. Ensure clean, safe, energy efficient and organized workspace including break, meeting, copier and storage areas. Check areas at end of day for general tidiness and organization.
Finance/Budget/Procurement/Contract Management
Purchasing Card Account Coordinator for PRNR. Review P-Card transactions, and prepare a monthly reconciliation packet for Clerk’s Office.
Prepare and assist with contracts. Ensure contractual compliance including active insurances, certificates and licenses. Serve as the liaison with Xerox .
Work with vendors to resolve issues, to maintain compliance with insurance, maintenance, deliveries, billing and quotes.
Compose letters requiring research, analysis and /or decision making.
Participate in the preparation of requests for proposals, monitor contract performance, and address issues with contractors when necessary.
Prepare required forms in accordance with Procurement and Clerk’s Office rules and regulations including hospitality forms.
Prepare check deposit forms and deliver to Clerk’s Office.
Department-wide Support
Asset/Supply Management - Track all assets within assigned area. Manage inventory and order office supplies as needed. Track budget and expenditures for office operations. Serve as primary liaison for equipment within common areas including meeting rooms and large copier room. Manage service requests related to the equipment maintenance, failure, and repair. Ensure proper supply of paper, toner, and other necessary materials.
New Employee Onboarding - Assist in welcoming new employees to the department. Streamline onboarding process for new employees including welcome email, updating email groups, forwarding regularly scheduled meetings as appropriate, collecting emergency contact information and updating call tree, managing the buddy program.
Records Retention - Serve as lead in department’s records retention maintenance for paper and electronic files, following established policies and procedures including Sunshine Laws.
Department-wide Meetings and Events – Assist with preparations for supervisor meetings, all hands meetings, department work days, staff retreats and special events. Manage the internal department calendar of events. Attend meetings in support matters.
Special Projects - Participate in project teams and complete special projects as assigned.
Work Schedule
Full-Time, 40 hours per week.
Monday - Friday, 8:00 a.m. - 5:00 p.m.
Possible occasional evening and weekend coverage.
About You
Minimum Qualifications:
Associate degree from an accredited college or university.
4 - 6 years of administrative experience with some executive exposure.
-OR- Year-for-year experience may substitute for the college degree.
Preferred Qualifications:
Expert skills in computer operations and software.
Knowledge of business processes to resolve budget issues and collect, analyze, and interpret data.
Advanced professional certification highly desirable.
About Everything Else
Starting Pay Range: $23.33 - $25.00/hour, based on your experience
Full Position Pay Range (future earning potential): $23.33 - 36.16/hour
Benefits:
Enjoy great benefits including Health, Dental, Vision, and Life Insurance, Short-Term and Long-Term Disability, Flexible Spending Accounts, Employee Assistance Program (EAP), Florida Retirement System (FRS) and many, many more! Starting January 2024, choose one of three great medical plans, including one with a $0 premium option, with completed preventative visits!
For more information about employee benefits, please click this link or visit SCGov.net (https://www.scgov.net/government/human-resources/employee-health-and-benefits) for additional information.
Utilize our award-winning wellness program including free gyms and classes at multiple Sarasota County Government locations.
Enjoy 11 paid holidays, 3 personal days and 16 paid vacation days in the first year of full-time employment with increasing accrual rates with years of service. (That adds up to a possible 30 days off in your 1st year!)
A different blend of voices prompt better conversations, choices and results for everyone. Sarasota County – Many Voices, One Team.
We celebrate and value the experiences, backgrounds, perspectives, talents and strengths that make us different.
Our vision is to attract, develop, retain and engage a talented workforce broadly representative of the citizens and communities we serve. To further value creativity, innovation, collaboration and great customer service – internally and externally.
A job applicant with a disability who requires reasonable accommodation to participate in the application/selection process is requested to make known the need for an accommodation to Human Resources or appropriate county staff members. For assistance with the application, please call 941-861-5353.
Sarasota County prohibits discrimination in all services, programs or activities. View the complete policy at scgov.net (keywords: ADA Compliance).
Sarasota County Government is a Tobacco-Free/Drug-Free Workplace.
Do you like leaving things better than you found them? We serve the greater good! Our team is here to make Sarasota the premier community to live, work and play!
Sarasota has 37 miles of award-winning beaches, over 80 parks and 100 golf courses, and is known as the cultural capital of Florida with museums of art, theaters, an aquarium, botanical gardens and the annual international film festival. Unsurpassed beauty, rich cultural offering, diverse educational opportunities, wide-ranging recreational possibilities make Sarasota a great place to live and work!
We believe in work-life balance with a generous leave plan.
“US News & World Report: Sarasota is No. 1 in Florida and No. 18 in the country for best place to live.”
We need YOU to help create wonderful experiences for residents and vacationing guests enjoying Sarasota! Apply today!