Part-Time Administrative Specialist na City of Jacksonville, FL

About the Department

This is administrative support work performing varied and moderately complex clerical tasks. Work requires knowledge of administrative methods, practices and procedures, and database systems usually gained through training and/or experience.   Contacts require basic courtesy, tact, and effectiveness in dealing with others, and include contacts to request or provide information, ask questions or obtain clarification.  The work is semi-routine where tasks are covered by procedures or precedents, and although patterned, some latitude is permitted to consider and choose the most appropriate technique, method, or procedure to follow.  Operates standard office equipment such as personal computer and copiers.  The work is performed in an office environment though the employee may be required to deliver or pick up mail, documents, supplies or materials.  The physical demands consist mainly of moving from one work location to another, sitting, or standing at a work station for extended periods of time, using standard office equipment on an ongoing basis, and may be required to lift objects weighing up to 15 pounds.  Work is performed under general supervision where the work assignments are varied and, although subject to instructions and established work routines, the worker is permitted some latitude to set own priorities subject to supervisor’s approval. 

Position Duties

• Enters and retrieves data utilizing spreadsheet, word processing or database applications.
• Completes and files routine forms and reports.
• Provides customer assistance via telephone, in person and email correspondence on various subjects related to division assignment; provides information to outside organizations and the general public.
• Responsible for the upkeep of and accurate data entry in multiple databases. 
• Follows cash handling procedures according to the COJ policy.
• Assists with training on procedures and processes.
• Operates standard office equipment such as personal computers using word processing, spreadsheet, database, and other related software.
• Updates web site and responds to MyJax complaints.
• Collects fees and maintains records of monies collected and is responsible for balancing daily revenue reports with deposits.
• Counts cash from intake and deposits, and verifies balances are accurate.
• Creates receipts for banking deposits and makes deposits.
• Demonstrates proficiency in the City of Jacksonville’s competencies.
• Performs related work as required.

Minimum Qualifications

• Knowledge of administrative procedures and practices.
• Knowledge of customer service standards.
• Knowledge of cash handling procedures.
• Knowledge of computer systems for data entry and spreadsheet upkeep. 
• Ability to research information, respond to and resolve complaints relating to customer complaints or issues.
• Ability to prepare and maintain records and reports.
• Ability to compute arithmetic calculations of whole numbers and decimals accurately.
• Ability to read, comprehend, and follow written and oral instructions.
• Ability to communicate effectively both orally and in writing.
• Ability to train others on office procedures and practices.
• Ability to operate standard office equipment such as personal computers using word processing, spreadsheet, database, and other related software.
• Depending on assignment, ability to operate a motor vehicle or must have the ability to travel between various locations to meet the assignments of the position.

Other Qualifications

• A two (2) year combination of education and/or experience in an administrative field and/or clerical field. 

• Depending on assignment, FL Class E Driver's license is required prior to appointment and must be maintained.
• Depending on assignment, must qualify for the City of Jacksonville Public Driver Certification prior to appointment, obtain and maintain during employment.

A FULLY COMPLETED ONLINE APPLICATION IS REQUIRED. Apply at www.jacksonville.gov. Work history is required for all employment/volunteer work in which qualifications are being based. When meeting/basing qualifications on education, a copy of your college transcript, with your social blacked out, is required with your application. Transcripts do not need to be official, but must state your name, the school’s name, classes taken, grades received, type of degree, and date degree was conferred.   

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Certain servicemembers and veterans, and the spouses and the family members of such service members and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in employment and are encouraged to apply for positions being filled.

If claiming veteran's preference, you must attach a DD-214 (Member Form-4 copy) or military discharge papers, or equivalent certification from the Department of Veterans Affairs listing military status, dates of service and character of discharge. You must also attach the Veterans Preference Certification Form and if applicable, the additional forms as noted here: http://www.coj.net/departments/employee-services/veterans-preference.

If a candidate believes he or she was not afforded veteran’s preference, he or she may file a written complaint, within sixty (60) calendar days upon receipt of notification of the hiring decision, requesting an investigation to:

Florida Department of Veterans Affairs

Attention: Veterans’ Preference Coordinator

11351 Ulmerton Road, Suite 311-K  

Largo, FL 33778-1630 

Email: [email protected]