Admin Specialist III

Administrative Specialist III

Location: Sarasota, FL

Pay: $24.25/hour

Job Type: Temporary Assignment

Overview:

This high-impact role offers an opportunity to provide advanced administrative support to the Director of General Services (GS) and multiple GS divisions, including Facilities, Fleet Services, Materials Management, and Mail/Print Services. As a pivotal team member, you will manage sensitive information, resolve complex problems, and oversee multiple priorities with professionalism and efficiency. This role requires a proactive, detail-oriented individual with strong organizational skills and the ability to streamline processes for improved efficiency.

Key Responsibilities

Executive Administrative Support

• Provide proactive support to the Director of General Services, ensuring seamless day-to-day operations.
• Manage complex calendars, including scheduling, coordinating meetings, and preparing necessary materials.
• Draft and proofread correspondence, reports, and presentations for internal and external stakeholders.
• Compile, coordinate, and submit reports to County Administration.
• Independently create and manage presentations and events, such as quarterly all-hands meetings.
• Research and summarize County policies and procedures for the Director.
• Serve as a mentor to new managers, offering orientation and access to critical resources.

Human Resources Liaison

• Act as the primary HR contact for GS recruitment:
• Prepare hiring packages, post job openings, and represent GS at career fairs.
• Coordinate candidate communications and interview scheduling.
• Prepare and process hire justification packages and rejection notices.
• Train staff on Workday processes and oversee HR policy compliance.
• Manage department-wide performance reviews, ensuring timely completion.
• Maintain organizational charts and coordinate department-wide training.
• Partner with staffing agencies for temporary hires and monitor related expenses.

Fiscal and eGenda Management

• Oversee Purchasing Card (P-Card) processes, ensuring policy adherence and accurate reporting.
• Process purchase requisitions and orders, monitor expenditures, and assist with budget preparations in GovMax.
• Serve as a resource for OnBase and eGenda systems, handling invoices, agenda items, and briefings for County Commissioners.
• Track and analyze financial data to identify areas for improvement.

General Administrative Support

• Maintain the GS SharePoint site and manage department-wide communications.
• Coordinate special projects, office supplies, and equipment maintenance.
• Organize conferences, meetings, and training sessions, handling all logistical details.
• Develop professional presentations and manage department rosters and contact lists.

Qualifications

Education & Experience:

• Associate degree from an accredited college or university OR 4–6 years of administrative experience, including executive-level support (relevant professional certifications preferred).
• Strong background in Human Resources, Communications, or Public Relations is a plus.
• Experience with supervisory responsibilities is desirable.

Technical Skills:

Proficiency in the following tools is highly preferred:

• eGenda
• OnBase
• One Solution
• SharePoint
• Lucid Chart
• GovMax
• Workday
• ClearPoint
• Smartsheet
• Works (Bank of America)

Key Competencies:

• Exceptional problem-solving and multitasking skills.
• High level of discretion and ability to handle confidential information.
• Outstanding verbal and written communication skills.
• Strong organizational and time-management abilities.
• Ability to collaborate across departments and communicate with all levels of staff.

Why Join Us?

This role offers the chance to work on meaningful projects, interact with leaders across the organization, and make a tangible impact on County operations. If you are passionate about administrative excellence and thrive in a fast-paced environment, this position is for you!

IND3

Salary : $24