Administrative Specialist at Polk County BoCC

UTILITIES DIVISION - ADMINISTRATIVE SPECIALIST

PG 10/$18.95HR/$39,416.00 ANNUALLY NON-EXEMPT

Employee Benefits

• Direct Deposit, Bi-Weekly Pay Checks
• Medical, Dental, Vision
• Life Insurance
• FRS Retirement
• 10 Paid Holidays
• Paid Time Off
• Tuition Reimbursement
• Education Incentives
• Deferred Compensation Plan
• Wellness Incentives
• Employee Assistance Program (EAP)
• Free Employee Gym
• Free Employee Health Clinic

Must have the physical, developmental and mental ability to perform job tasks, work efforts, responsibilities and duties of the job illustrated below:
 

The Utilities Division is responsible for public health and safety, as well as safeguarding the environment, by providing crucial safe water and wastewater services. This position is part of the team that provides services necessary for human health, economic stability, and overall societal well-being. At the core of the mission of providing these services includes commitment to providing excellent customer service to our citizens, business partners, regulatory agencies, and other county divisions.
 

MAJOR FUNCTION:
Provides administrative support to the assigned Department Manager by coordinating daily operations within the section. Responsibilities include conducting research and special studies related to contracts, invoices, and budgeting; assisting in the development or revision of program goals, procedures, and practices; and performing in-depth analysis to evaluate options. This position reports to the Administrative Manager.
 

The Utilities Division is responsible for public health and safety, as well as safeguarding the environment, by providing crucial safe water and wastewater services. This position is part of the team that provides services necessary for human health, economic stability, and overall societal well-being. At the core of the mission of providing these services includes commitment to providing excellent customer service to our citizens, business partners, regulatory agencies, and other county divisions.
 

ILLUSTRATIVE DUTIES:
• Supports the Department Manager by completing administrative tasks in alignment with established procedures and policies, using personal computers and standard office equipment.
• Conducts research to obtain contractual and budgetary information from systems such as Oracle, OnBase, Conga Contracts, and other relevant sources.Utilizes CMMS (Computerized Maintenance Management System) and CIS (Customer Information System) applications specific to the department.
• Coordinates and finalizes travel arrangements, including securing tickets, reservations, and preparing itineraries.
• Manages appointment calendars and schedules, notifying relevant parties of meetings and commitments.
• Reviews financial documents to ensure accuracy of statements, reports, and purchase orders.
• Interacts with the public, employees, and officials in person or by phone, providing information and guidance based on established procedures.
• Coordinates and tracks employee education, training, and certification to ensure compliance with all applicable laws and regulations.
• Drafts, edits, and research justification letters for employment offers.
• Manages the hiring process for the department, including posting job requisitions in Oracle, preparing interview binders, scheduling interviews, creating offers, requesting system access and equipment, and verifying driver’s licenses.
• Enter data and maintain records by inputting fiscal and administrative information into databases or recording it manually as needed.
• Prepares and secures Sole Source documentation, AVS forms, Emergency Purchase requests, and Check Requests for the department.
• Performs other related duties as assigned.
 

KNOWLEDGE, ABILITIES AND SKILLS:
Administrative Expertise
• Strong understanding of general office practices, administrative processes, and internal procedures.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and related software applications.
• Skilled in drafting routine documents and composing business correspondence with clarity and professionalism.
 

Communication and Collaboration
• Able to communicate effectively in both oral and written formats.
• Demonstrates courtesy, professionalism, and effectiveness when working with employees, officials, and the public.
• Build and maintain positive working relationships across teams.

Technology and Organization
• Proficient in using personal computers, databases, and standard office equipment.
• Accurate in mathematical computations and recordkeeping tasks. Capable of working independently while following established routines and workflows.

MINIMUM QUALIFICATIONS:
High school diploma or an acceptable equivalency diploma from an accredited institution.
At least three (3) years of administrative office or assistant experience.
Proficiency in word processing, database management, and other required software used by the assigned department.
Must possess a valid driver’s license and be able to obtain a valid Florida driver’s license upon employment, if required by the department.
An equivalent combination of education, training, and experience may be considered in lieu of minimum qualifications.

SPECIAL REQUIREMENTS:
All employees will be required to work before, during, or after an emergency. During an emergency, employees may temporarily be assigned to work and perform duties outside the normal scope of their position, location and work schedule to fit the needs of the County and its citizens.