Job Description
Job Description
We are looking for an experienced Administrative Specialist III to join our team in Jupiter, Florida. This role involves providing comprehensive administrative support to ensure smooth departmental operations. It offers an excellent opportunity for long-term career growth in a government setting.
Responsibilities:
*Notary* is a must
• Deliver administrative support by managing documentation, records, and processes in line with established procedures and deadlines.
• Serve as a liaison between departments, detail-focused groups, and the public, facilitating communication and ensuring accurate information flow.
• Coordinate travel arrangements, including booking flights, accommodations, and conference registrations for department staff.
• Monitor and maintain inventory levels for department supplies, conduct regular stock checks, and initiate purchase orders as needed.
• Research vendors and products to obtain competitive price quotes, prepare purchase orders, and maintain purchasing records.
• Process invoices for payment, verifying accuracy, resolving discrepancies, and reconciling monthly statements.
• Handle public records updates by scanning, organizing, and maintaining files in an efficient and accessible manner.
• Manage calendar scheduling and appointments, ensuring effective time management for department personnel.
• Act as a notary public to authenticate official documents and support departmental needs.
• Assist in maintaining petty cash funds, balancing accounts, and preparing reconciliation reports as required.
• Proven experience in administrative support roles, preferably in government or public sector environments.
• Advanced proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
• Strong skills in calendar management and scheduling.
• Must hold current Notary Public certification.
• Ability to accurately organize, scan, and maintain files and records.
• Excellent interpersonal and communication skills for liaising with various stakeholders.
• Experience in processing invoices, managing budgets, and reconciling financial statements.
• Demonstrated ability to prioritize and manage multiple tasks effectively in a fast-paced environment.