Administrative Specialist II

Department:

Libraries and Historical Resources

Start Here. Grow Here. Stay Here.

Have you always been curious about the back-of-house operations of the Library System, and how it all works? If so, you won’t want to miss this rare opportunity! This Administrative Specialist II position is part of the Internal Operations Team for Libraries and Historical Resources, and primarily focuses on the areas of Finance, Property inventory and general office assistance to support Internal Operations. Routine tasks within the area of Finance include acting as a Purchase Card Administrator, preparing purchase orders and deposits, and submitting electronic invoices for books and materials for payment. This position is the lead for property asset inventory and for Mileage and Travel Vouchers. It is also part of the Library and Historical Resources Emergency Response team, participating in preparing the Branches in the case of an emergency and serving as a FEMA form coordinator for the entire Division. The position participates in special projects as needed and participates in setting unit goals, contributes to decision making, the evaluation of progress and collaborates with co-workers to support the team process. Apply today!

About the Position

In this role, you will...

Finance

• Acts as Purchase Card Administrator for selected areas.
• Prepares Purchase orders, waivers, verifies and uploads Certificate of Insurance.
• Monitors and maintains fund account records in County financial database.
• Prepares, deposits and maintains records for checks received.
• Participates in electronic invoice approval for books and materials and submission for payment.
• Monitors, reviews and reconciles deposit and receipt activity for cash management and credit card reconciliation.
• Maintains ledger of gifts and memorials.

Administration

• Serves as primary Division liaison for property asset inventory coordination.
• Orders and receives supplies and equipment; performs general office duties.
• Updates and maintains Emergency Information data for all Division staff and serves as primary FEMA coordinator for Division.
• Participates in or manages special non-routine projects, resolves problems and situations.
• Primary LHR liaison for mileage and travel vouchers

Customer Service

• Ensures the prompt and efficient resolution of each inquiry by internal and external customers, delivered with the utmost respect and courtesy.
• Communicates library and county policies and procedures to customers.
• Engages in problem solving and conflict resolution.
• Keeps abreast of developments, new trends, and innovations in libraries.
• Represents Sarasota County to library users.

Staff Development

• Participates as a member or Team Leader in Administration assigned special projects.
• Attends library team, section, system-wide, and county meetings when necessary.
• Participates in cross training with other sections and aids in cross training in their section.
• Provides opportunities for continuing professional development of self and others, especially in acquiring relevant understanding and skills.

Other duties as assigned / required

About the Schedule

Work Hours:

• Full-Time, 40 hours per week.
• Must be available to work: Monday-Friday, 8:00 a.m. - 5:00 p.m.

As a reminder, all county employees are considered essential and must be prepared to protect and support the community and its citizens. Each employee, without exception, will have a duty assignment and be required to work during a disaster or declared emergency.

About You

Minimum Qualifications:

• High School Diploma
• 2 to 5 years clerical, secretarial and computer experience; 1 year of college may subsitute for 1 year of experience.

Preferred Qualifications:

• Experience working in a public library preferred.

Starting Pay: $22.94

Our interview process could include phone interview(s), Microsoft Teams video interview(s), and/or in-person interview(s).

If you are selected to join our team, please click on this link to review the Required First Day Documents. You will need to present the following items on your first day:

1. I-9 Acceptable Documents to show your identity and authorization to work. Use this link to learn more and review the different document options: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents

• If your position requires a Florida Driver’s License, this must be one of your documents. (Your Florida Driver’s License can serve as one of your documents listed in link above – List B Documents.)

2. U.S. Social Security Card (signed, physical card). This is a requirement of our Payroll Department and failure to provide this document could jeopardize timely compensation. (Your U.S. Social Security Card can serve as one of your documents listed in link above – List C Documents.)

Benefits:

• Enjoy great benefits including Health, Dental, Vision, and Life Insurance, Short-Term and Long-Term Disability, Flexible Spending Accounts, Employee Assistance Program (EAP), Florida Retirement System (FRS) and many, many more! Choose one of three great medical plans, including one with a $0 premium option, with completed preventative visits!
• Utilize our award-winning wellness program including free gyms at multiple Sarasota County Government locations.
• Enjoy 11 paid holidays, 3 personal days and 16 paid vacation days in the first year of full-time employment with increasing accrual rates with years of service. (That adds up to a possible 30 days off in your 1st year!)

A different blend of voices prompt better conversations, choices and results for everyone. Sarasota County – Many Voices, One Team.

We celebrate and value the experiences, backgrounds, perspectives, talents and strengths that make us different.

Our vision is to attract, develop, retain and engage a talented workforce broadly representative of the citizens and communities we serve. To further value creativity, innovation, collaboration and great customer service – internally and externally.

A job applicant with a disability who requires reasonable accommodation to participate in the application/selection process is requested to make known the need for an accommodation to Human Resources or appropriate county staff members. For assistance with the application, please call 941-861-5353.

Sarasota County prohibits discrimination in all services, programs or activities. View the complete policy at scgov.net (keywords: ADA Compliance).

Sarasota County Government is a Tobacco-Free/Drug-Free Workplace.