ADMINISTRATIVE SPECIALIST

Work Location: 2101 47th Terrace East, Bradenton, Florida 34203

Work Hours: Monday – Friday, 8am – 5pm

Provides administrative support to the EMS Chief. Assists with employee scheduling, shift/station bidding, and vacation bidding in compliance with existing EMS Labor Agreement. Maintains training records and associated documentation. Coordinates meetings with internal and external stakeholders. Functions as the contact for HR-related processes including pay adjustment, timecard adjustment, and travel. Assists EMS with accreditation and compliance.

Provides administrative support to a division or section. Ensures efficient and smooth day-to-day operation of the division or section.

Working Conditions 

Typical indoor office environment. Sitting for long periods of time, working on computer. Lifting equipment or supplies up to 25 pounds alone and up to 50 pounds with assistance. Position requires visual acuity and depth perception, as well as ability to hear and identify sounds. Occasional high stress situations. Occasionally required to work other than normal business hours.

Essential Functions
These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.

Greets and directs visitors. Acts as first point of contact for visitors on management’s behalf.

Answers and directs phone calls. Maintains phone lists and organization charts. May perform receptionist duties, as needed.

Plans, organizes, and schedules appointments and meetings for management. Attends meetings to take minutes and document follow up actions, as requested. Maintains division and/or section calendars.

Prepares correspondence, reports, letters, and meeting minutes for management as assigned. May prepare agenda items for Board of County Commissioners meetings.

Maintains division or section files and records, including some that may be sensitive and/or confidential. Ensures all records retention requirements are met.

Updates and maintains office policies and procedures.

Maintains office supply inventory. Orders supplies as needed and authorized.

Makes travel arrangements for management and other employees as directed. Facilitates travel approvals and reimbursements. Reconciles expense reports.

May be assigned certain fiscal duties such as monitoring expenditures, preparing audit slips, receiving on invoices, and initiating purchase and release orders.

Attends job-specific training classes as assigned by supervisor.

Performs other related work (including weather or other extreme emergency duties) as required.

Previous accounting or fiscal experience desired for those positions with fiscal responsibilities.

Knowledge, Skills, and Abilities:

Able to prioritize tasks, deal effectively with competing and changing priorities, and meet deadlines.

Accurate, detail-oriented, and organized.

Able to resolve routine situations and problems.

General knowledge and understanding of modern office procedures.

General knowledge and understanding of regulatory compliance necessary to successfully perform job responsibilities.

General knowledge and understanding of computer systems and software applications required to perform job duties.

Good verbal and written communication skills and interpersonal skills in order to interact professionally and effectively with staff, management, vendors, and other stakeholders.

Able to communicate information that requires some explanation or interpretation.

Capable of working under moderate supervision.

In addition to the duties and responsibilities outlined above, certain positions will have additional duties as indicated below.

Salary : $17 - $24