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Management Support Specialist 1

Category: Classified
Pay Grade: C24 
Job Code: 01533

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.  Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.  

JOB SUMMARY

Performs technical and administrative support work of moderate complexity to ensure accurate and compliant financial transactions, efficient departmental operations, effective onboarding and offboarding, and coordinated training and travel services. The role provides operational and analytical support to Business Technology Services by maintaining financial and operational records, preparing reports, coordinating internal programs, and supporting workflow and process improvement initiatives. The difference between the level of this class and other Management Support Specialist roles is due to the defined scope of work, complexity, fiscal responsibility, finality of action, and labor market. Moderate independent judgment and initiative are exercised in supporting the administrative operations of the division. Work is performed under the general supervision of a Division Director or designee.

ESSENTIAL JOB FUNCTIONS (examples, not all inclusive)

• Responds to routine emails and customer inquiries;
• Prepares routine correspondence, forms, and reports;
• Schedules meetings, appointments, and conference rooms;
• Processes purchasing card reconciliations, matches invoices to purchase orders, schedules payments and resolves invoice discrepancies;
• Updates financial systems and maintains transaction logs and organizes supporting documentation;
• Performs policy validation checks to ensure compliance in all transactions;
• Maintains training calendars and participant rosters;
• Registers employees for required training programs;
• Tracks attendance, certifications, and training completion records;
• Assists with new hire onboarding activities and employee orientation scheduling;
• Coordinates pre-employment documentation and required paperwork;
• Coordinates equipment requests, workspace setup, and system access for new employees;
• Processes employee separations, resignations, and termination documentation;
• Collects company property, identification badges, keys, and equipment during offboarding;
• Organizes and maintains electronic records and reporting files;
• Assists with compiling statistics, charts, and summaries for management;
• Updates dashboards, logs, and tracking tools;
• Monitors workflow timelines and task completion status;
• Maintains process documentation, logs, tracking systems, and records;
• Participates in process improvement meetings, training sessions, and team discussions;
• Performs other related job duties as assigned.

QUALIFICATIONS

Education and Experience:

Three (3) years of experience in administrative, financial, HR, or operational support involving data entry, recordkeeping, or transaction processing; or an Associate’s degree in public administration, business administration, computer science, or a related field and one (1) year of experience as described above; or an equivalent combination of education, training, and/or experience.  

Special Qualifications (May be required depending on area of assignment):

• Florida Driver’s License or Florida Commercial Driver’s License and endorsement, if any.
• Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.
• Other knowledge, skills, abilities, and credentials required for a specific position.

Knowledge, Skills and Abilities:

• Knowledge of accounting fundamentals, financial transaction processes, and purchasing guidelines;
• Knowledge of HR workflows including onboarding/offboarding documentation;
• Knowledge of public administration methods, principles, and practices;
• Knowledge of County programs, administrative practices, and procedures;
• Knowledge of current practices in large and small electronic data processing environments;
• Knowledge of operations research and systems analysis;
• Skill in data analysis, spreadsheet tools, reporting platforms, and ERP systems;
• Skill in communicating effectively with internal and external stakeholders;
• Ability to follow instructions;
• Ability to work collaboratively;
• Ability to apply computer applications and software;
• Ability to maintain confidentiality and professionalism in a fast-paced work environment;
• Ability to analyze difficult problems and make appropriate recommendations clearly and concisely, orally and in writing.

PHYSICAL/MENTAL DEMANDS

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body.  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.
• 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.
• 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.