Administrative Support Specialist 1

Administrative Support Specialist

Classification Title: Administrative Support Specialist 1, C19

Location: 13001 Starkey Road, Largo, FL 33773

Work Schedule: May require overtime, evenings, weekend and occasional holiday work due to election schedule

Under the general direction of the Supervisor of Elections, this position will assist in the day-to-day activities of the Voter Services Department, involving a variety of complex clerical and technical functions; and will provide support as needed to conduct elections in compliance with state and federal election laws.

This individual will be expected to carry out the policies of the Elections Office to our voters' highest expectations, and become knowledgeable in the use of software applications essential to department functions. The position will interface with coworkers and members of the public, primarily voters.

Our benefits rank among the top in the area!

• Comprehensive medical coverage at a low cost:

2024 Medical Plan Premiums

Choose from two medical plans which offer the same low premiums and include medical care, prescription coverage, behavioral/mental health and vision care.

Coverage

Biweekly Cost

Employee Only

$13.09

Employee and Spouse or Domestic Partner

$151.16

Employee and Child(ren)

$120.60

Family

$247.67

• Benefits package includes health, vision, prescription, dental, life insurance, disability, and Flexible Spending Account (FSA) options

• Florida Retirement System (FRS): Choose the Investment Plan or Pension Plan

• Generous leave time including 9 to 11 paid holidays, 2 floating holidays, 2 personal days (pro-rated), and 15 days of annual leave the first year

• Tuition reimbursement up to $2,800 per year

• Wellness Program including a Wellness Center, gym discounts, and classes.

• Deferred compensation plans from four providers

• To learn more, see What We Offer

Essential Functions

• Plans and organizes workflow/tasks.

• Sets priorities to meet goals and deadlines.

• Applies independent judgment and problem-solving skills; handles difficult situations.

• Demonstrates extensive working knowledge of applicable laws, policies, and procedures.

• Reviews and maintains department procedures and work instructions.

• Oversees quality control; ensure procedures are followed; compliance with law.

• Assists Elections Administrators with day-to-day operations.

• Oversees and assigns responsibilities to temporary employees.

• Assists in developing and updating training materials for temporary employees.

• Uses MS Word for updating procedures and developing training materials.

• Communicates with public, coworkers, and employees by phone, email, and written correspondence.

• Inputs data entry.

• Uses MS Excel for tracking ballot statistics, maintaining checklists, and developing work schedules.

• Establishes work schedules and reviews timesheets for temporary employees.

• Trains temporary employees.

Position Specific Requirements

Experience - Clerical experience preparing, processing, and maintaining administrative records.

• High school diploma and 3 years of experience as described above; or

• Associate degree in a related field and 1 year of experience as described above; or

• Bachelor's degree within a related field and some experience as described above.

• Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.

Highly Desirable

• MS Word.

• MS Excel.

• VR Database.

• Extensive working knowledge of applicable laws, policies, and procedures.

• Independent judgment and problem-solving skills.

Knowledge, Skills and Abilities

• Knowledge of business English, spelling, punctuation, and arithmetic.

• Knowledge of modern office methods, practices, and procedures.

• Knowledge of laws and rules governing procedures and legal requirements encountered in government office operations.

• Knowledge of laws, rules, regulations, policies, and procedures as applied to highly specialized departmental administrative processes connected with delivery of public services.

• Knowledge of modern recordkeeping practices.

• Knowledge of County functional and structural organization.

• Knowledge of use of word processing equipment.

• Skill in the operation of a typewriter and in taking and transcribing of dictation.

• Skill in making formal oral presentations to staff.

• Ability to work independently on complex and confidential secretarial tasks.

• Ability to keep complex records and assemble and organize data and prepare summaries of reports from such records.

• Ability to apply computer applications and software.

• Ability to compose routine and technical letters and memoranda.

• Ability to make minor decisions in accordance with County ordinances and practice.

• Ability to establish and maintain effective working relationships as necessitated by the work.

Physical/Mental Demands

This is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly. Additionally, the following physical abilities are required:

• Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.

• Grasping: Applying pressure to an object with the fingers and palm.

• Handling: Picking, holding, or otherwise working, primarily with the whole hand.

• Visual ability: Sufficient to effectively operate office equipment including copier, computer, etc.; and to read and write reports, correspondence, instructions, etc.

• Hearing ability: Sufficient to hold a conversation with other individuals both in person and over a telephone; and to hear recording on transcription device.

• Speaking ability: Sufficient to communicate effectively with other individuals in person and over a telephone.

• Mental acuity: Ability to make rational decisions through sound logic and deductive processes.

• Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.

• Repetitive motion: Substantial movements (motions) of the wrist, hands, and/or fingers.

• Standing: Particularly for sustained periods of time.

• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.

Working Conditions

• Work is performed in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs.

This position has supplemental questions. If unable to complete all questions, you may save your answers as a draft during the application process and return at any time prior to the closing date. Please note that the application is complete upon final submission.