Administrative Support Specialist 1

About This Role

The Administrative Support Specialist 1 for Pinellas County Utilities supports the daily operations of the Water Quality Division. This role ensures successful completion of correspondence, communications, special projects, and scheduling with high quality standards, accuracy, and consistency.

Responsibilities

• Provide direct administrative support to the Division Director of Water Quality and three Section Managers.
• Manage the Division Director's calendar, including scheduling appointments and resolving conflicts.
• Track incoming and outgoing emails for priority and route or respond to correspondence.
• Coordinate meetings, including agenda preparation, note-taking, and follow-up on action items.
• Handle telephone calls, ascertain nature of business, and direct inquiries to the appropriate team.
• Prepare travel arrangements, including documentation processing and booking.
• Compose letters, emails, request forms, and memos for signature.
• Assist with preparing files for Records Management and perform quality reviews of documentation.
• Prepare and collect data for Excel spreadsheets regarding personnel, operating, or budget information.
• Process and research purchase orders and invoices, and order supplies for the Division.
• Maintain comprehensive electronic and paper file systems, including personnel records.
• Prepare and convert PDF documents from Word, PowerPoint, and Excel.
• Operate a variety of office equipment and job-related software applications.
• Submit facilities requests and meet with contractors to show issues.
• Receive and distribute office mail.

Requirements

• Possession and maintenance of a valid State of Florida Driver's License upon hiring.
• Ability to work a variety of work schedules, including compulsory work periods in special, emergency, and/or disaster situations.
• Primarily assigned to provide shelter support during disaster and emergency situations, with potential reassignment to other operational needs.

Qualifications

• A degree in a related field
• At least 3 years of clerical experience in preparing, processing, and maintaining administrative records OR an Associate degree in a related field and at least 1 year of experience OR a Bachelor's or higher-level degree in a related field and some experience.

Nice to Have

• Experience working in a customer service-oriented, data-intense, technical environment.
• Highly organized, nimble, detail-oriented, and positive individual.
• Able to learn new systems and provide recommendations to enhance workflow efficiency.

Skills

* Required skills

Benefits