Administrative Support Specialist

Come and join Pinellas County for your next career opportunity!!

The individual selected for the Administrative Support Specialist 1 position will join a diverse team of employees that support the daily operations of the Safety & Emergency Services Department. Safety & Emergency Services coordinates a diverse set of programs geared towards ensuring effective and efficient public safety for residents and visitors within Pinellas County. Safety & Emergency Services works closely with public safety agencies to ensure successful collaboration throughout the county. The Department manages programs through the following Divisions: Ambulance Billing & Finance, EMS & Fire Administration, Regional 9-1-1, and Support Services.

This Administrative Support Specialist 1 position is located at: Safety & Emergency Services Department, 10750 Ulmerton Road, Largo, FL 33774

Work Schedule: Monday – Friday; 8:00 a.m. – 5:00 p.m.

MUST PASS AND MAINTAIN A LEVEL 2 CJIS BACKGROUND

What Will You Do?

Primary job tasks:

• Meeting Scheduling: Coordinates all scheduling requests for the Department Director, Division Directors, and Division Managers, serving as the central point for meeting planning, multiple conference room bookings, and calendar oversight, using Microsoft Outlook. Schedules with internal and external stakeholders, including multiple fire agencies, hospitals, and vendors.
• Fixed Assets: Assists the Department Manager and Project Coordinators with capital and non-capital asset tracking; analyze vendor quotes for items which fall within the fixed asset threshold, collaborate with Project Coordinators on equipment, follow and provide direction to staff on rules and protocols set forth by Pinellas County Clerk’s Finance and the Department of Safety & Emergency Services; complete required documentation to process new fixed asset items, complete required documentation to process items designated for surplus or otherwise, coordinate moving company to pick up items set for surplus, track in spreadsheet or similar software program; collect data for annual inventory, perform spot field audits.
• Computer Inventory: Assists the Department Manager, IT Manager, Supervisors, and BTS with tracking of computers.
• Equipment Maintenance Renewals and Software License Renewals: Assists the Department Manager, IT Manager, Directors, and BTS with the tracking of equipment warranty, maintenance, and software license renewals.
• Department Vehicle Tracking and Maintenance: Serves as the primary coordinator for department vehicle servicing, including arranging transport to the County’s Fleet Maintenance Division, whenever maintenance needs or mechanical issues are identified.
• Office And Operational Equipment and Resources: Maintains responsibility for monitoring departmental office and operational equipment and resources primarily related to items used in the Regional 9-1-1 Communications Center, including and not limited to ice machine, mini-market kiosk, chairs, headsets, and coordinating all related maintenance activities, including vendor and stakeholder communication and follow‑up.
• Administrative Assistance: Provides support in the preparation and processing of iExpense reports, including verifying documentation and routing submissions for approval. Assists leadership with the creation of written correspondence, development of tracking tools in Excel, and maintenance of document repositories in SharePoint.

Additional Responsibilities:

• Provides back up to the other administrative staff for answering phones and escorting visitors.
• Will assist other staff members with processing invoices, iExpense, PCard transactions.
• Provides information on department policies, procedures, and operations.
• Communicates and interacts effectively with internal and external business contacts.
• Performs duties as assigned in support of all divisions within the Department of Safety & Emergency Services.

What Do You Need?

Experience: Administrative experience with scheduling using Microsoft Outlook, Excel, and Word; tracking fixed assets; processing documents; and maintaining accurate administrative records.

• 3+ years of experience as described above; or
• Associates degree in a related field, and 1+ years of experience as described above; or
• Bachelor’s or higher-level degree in a related field and some experience as described above; or
• An equivalent combination of education and experience as described above.

Additional Requirements:

• Computer skills, including Microsoft Office.
• Possession and maintenance of a valid State of Florida Driver’s License.
• Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.

Knowledge, Skills and Abilities:

• Ability to understand and implement county policies and procedures and embrace the department's foundational values.
• Ability to verbally communicate with the team and supervisors.
• Ability to take both written and verbal communication and direction and successfully complete an assigned task.

Our Benefits Rank Among The Top In The Area!

• Our benefits rank among the top in the area! Check it out!
• Looking for a strong retirement? We have you covered as members of the Florida Retirement System (FRS) with investment and pension options.
• We have deferred compensation programs and wellness centers to name a few perks. Check out these and more!

Want To Learn More?

Please review the full classification description with the Physical/Mental Demands, Working Conditions, and Knowledge, Skills, and abilities at the below links.

Administrative Support Specialist, C19