Administrative Specialist

We're looking for someone who thrives in a fast-paced environment, communicates clearly, and takes initiative to solve problems and support the team. If you're ready to make a difference behind the scenes and be part of a dedicated team serving the Brevard community, we encourage you to apply!

• Serves as departmental receptionist; receives and screens calls and visitors, gathers information, and provides professional and friendly assistance to the public and department staff.
• Handles confidential and sensitive information with discretion.
• Maintains a log of citizen inquiries and assigned follow-up items to help ensure timely responses.
• Conducts scheduled reassurance calls, documents contacts, and notifies an officer or supervisor of missed contacts or welfare concerns.
• Providing professional and friendly assistance to the public and department staff

• Drafts, prepares, and maintains a variety of letters, memorandums, reports, and other documents.
• Reviews, verifies, and processes a variety of records and reports; maintains and retains files as required.
• Assists the Municipal Compliance Section in drafting, mailing, and verifying receipt of ordinance enforcement correspondence.

• Prepares purchase orders, processes invoices, tracks budget and expenditures, researches prices, obtains quotes, projects expenditures, and assists with annual budget preparation for the department.
• Verifies invoices against purchase orders and items received; follows up on missing receipts or discrepancies.

• Provides administrative support for the hiring process, including coordinating background investigations, reference checks, and pre-employment testing, and completing and submitting required forms and documents for State and Federal agencies.
• Maintains onboarding and separation checklists and assists with related paperwork, identification cards, and the return of department-issued items.
• Assists with reviewing timesheets, identifying missing information, and preparing payroll documentation.
• Registers employees for approved training, arranges travel, and assists with reimbursement paperwork.

• Schedules volunteers for a variety of functions, assists with department events, and prepares reports on volunteer hours.
• Maintain access-card issuance records and coordinate changes or deactivation when employees or contractors leave; issues employee parking passes.
• Assists with the management of equipment, uniforms, and supplies.
• Cross-trains to assist with other departmental administrative roles and functions.
• Performs other administrative, operational, technical, and community support duties as assigned.
  

High school graduation and prior experience with administrative support or office management experience including strong public contact duties and strong office technology skills; or an equivalent combination of education and experience

• Thorough knowledge of office practices and procedures.
• Considerable knowledge and ability to use correct grammar, vocabulary, and spelling.
• Considerable knowledge of working with data, figures, and arithmetic.
• Considerable knowledge of City functions to which assigned and related policies, procedures, and regulations.
• Considerable knowledge of the application of information technology to assigned tasks including use of software such as Microsoft Office products (Word, Excel, PowerPoint).
• Skill in collaborative conflict resolution and effective customer service.
• Ability to communicate effectively in person and by telephone.
• Ability to gather and give basic information and instructions on departmental programs based on inquiries.
• Ability to learn thorough knowledge of persons and organizational programs.
• Ability to be tactful and courteous. 
• Ability to gather and compile materials from a variety of sources.
• Ability to operate a variety of office machines such as a personal computer, typewriter, calculator, fax, copier, or other equipment. 
• Ability to use and learn a wide variety of computer technology to perform work for the office assigned.
• Ability to use judgment in organizing and establishing priorities and work assigned.
• Ability to compile information based on general instructions.
• Ability to arrange and place records, reports and files into a proper sequence.
• Ability to establish and maintain effective working relationships with supervisor, employees, and the general public.
• Ability to maintain appropriate confidential information.