Administrative Specialist III - Engineering

Administrative Specialist III - Engineering

Salary

$39,630.00 - $52,610.00 Annually

Location

110 SE Watula Ave, 3rd Floor, Ocala, FL 34471, FL

Job Type

Full-Time

Job Number

84261

Department

Engineering

Opening Date

08/04/2026

• Description
• Benefits
• Questions

Description

This is varied and highly responsible administrative, secretarial and clerical position.

Examples of Duties

• Correspondence: Prepares memos, letters, forms, statements, reports and correspondence on a variety of subjects from simple to complex or technical, confidential matters. May include taking dictation, transcribing and composing correspondence or staff meeting minutes.
• Record Keeping/Reports: Maintains files and various records for the department.

Compile, research and prepare various complex reports, which may include payroll, petty cash, travel, budget, billing, purchase requisitions, material requests, etc Responsible for imaging records and record destruction/retention.

• Customer Service: Communicates clearly and courteously to deal with people by phone, in person, in writing and in some departments by two-way radio. Assists in answering telephones handling complaints, answering questions, screening calls, taking messages and routing calls.
• Administrative: Schedules appointments, meetings, training and makes travel arrangements. May assist in the preparation and typing of the annual budget. Administers budget expenditures. Communicates city policies and procedures to departmental staff and apply a working knowledge. Participates in various department and city committees. Provides assistance on major projects, which may include extensive research. Attends meetings and performs other duties for Administrative Supervisor as assigned.
• Payroll Clerk: May be required to prepare payroll or serve as back-up to the departments payroll clerk. Maintains highly confidential information. Maintains employee attendance and salary records. Must have working knowledge and the ability to apply city policies and procedures related to personnel rules and payroll practices.
• Supervision: May be required to supervise administrative support and clerical personnel in supervisors absence.
• Perform other duties as required or assigned.

Specific to Engineering:

• Grant management and reconciliation.

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE

• High school diploma or GED required, supplemented by courses in business practices and the secretarial field.

• Must have three (3) years experience in secretarial and administrative work of a progressively responsible and technical nature with transcription experience and a strong working knowledge of computers.

• Must have three (3) years previous work experience dealing with the general public.

• Equivalent combination of training, education and experience may be acceptable.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

• Must possess a valid Florida Drivers License with an acceptable driving record.

Supplemental Information

SUPERVISORY RESPONSIBILITIES

This position will directly supervise 0 employees.

This position may indirectly supervise 0 employees.

If applicable, supervisory responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems.

ANALYTICAL ABILITY / PROBLEM SOLVING

MODERATELY STRUCTURED. Fairly broad activities using moderately structured procedures with only generally guided supervision.

PLANNING

With regard to general assignments in planning time, method, manner and/or sequence of performance of own work.

CONSIDERABLE RESPONSIBILITY; may also occasionally assist in the planning of work assignments performed by others within a limited area of operation.

DECISION MAKING

Performs work operations which permit opportunity for decision-making of minor importance. FREQUENTLY;

Performs work operations which permit opportunity for decision-making of major importance. FREQUENTLY;

COMMUNICATION SKILLS

Ability to effectively communicate information and respond to questions in person-to-person and small groups situations.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area circumference, and volume. Ability to apply concepts such as fractions, ratios, and proportions to practical situations.

CRITICAL THINKING SKILLS

Ability to utilize common sense understanding in order to carry out written, oral or diagrammed instructions. Ability to deal with problems involving several known variables furnished in written, oral, or diagram formats.

SUPERVISION RECEIVED

Under GENERAL SUPERVISON where standard practice enables the employee to PROCEED ALONE on routine work, referring all questionable cases to supervisor.

MENTAL DEMAND

CLOSE; Operations requiring close and continuous attention for control of operations. Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations regarding the organization's operations.

USE OF MACHINES, EQUIPMENT AND/OR COMPUTER

Regular use of complex machines and equipment (desktop/laptop computer and software, road and production machines and equipment, etc.)

ACCURACY

Probable errors of internal and external scope would have a moderate effect on the operational efficiency of the organizational component concerned. Errors might possibly go undetected for a considerable period of time.

PUBLIC CONTACT

Frequent contacts with general public, patrons, or other outside representatives, wherein the manner of handling these contacts has a bearing on the organization's position and operation.

EMPLOYEE CONTACT

Contacts of considerable importance within the department or office. Requires tact in discussing problems and presenting data and making recommendations.

SOFTWARE SKILLS REQUIRED

Accounting Basic

Alphanumeric Data Entry Intermediate

Contact Management Basic

Database Intermediate

Enterprise Resource Planning Basic

Human Resources Systems Basic

Payroll Systems Basic

Presentation/PowerPoint Basic

Programming Languages None

Spreadsheet Intermediate

Word Processing/Typing Intermediate

PHYSICAL ACTIVITIES

While performing the functions of this job, the employee may be required to:

Stand Occasionally

Walk Occasionally

Sit Frequently

Use hands to handle or feel Frequently

Reach with hands and arms Frequently

Climb or balance Occasionally

Stoop, kneel, crouch or crawl Occasionally

Talk or hear Continuously

Taste or smell Occasionally

WEIGHT LIFT REQUIREMENTS

The employee must occasionally lift and/or move:

Up to 25 pounds

VISION REQUIREMENT

Specific vision abilities required by this job may include:

Close vision (use of a computer, equipment, or any other work duties that require clear vision within two (2) feet or less).

ENVIRONMENTAL CONDITIONS

The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work near moving mechanical parts (spinning shafts, engines, lifts, etc.) Never

Work in high, precarious places (tall structures, bucket lifts, extension ladders, etc.) Never

Fumes or airborne particles (painting, sanding, solvents, flying lint or dust particles, etc.) Never

Toxic or caustic chemicals (including potential for chemical spills, etc.) Never

Outdoor weather conditions (exposure to outdoor heat, cold or inclement weather) Never

Wet or humid conditions (not weather-related, such as greenhouse, carwash, etc.) Never

Extreme cold (not weather-related, such as freezer, cold storage, etc.) Never

Extreme heat not weather-related, such as furnace, kitchen, ovens, etc. where temp is regularly above 100 degrees F) Never

Risk of electrical shock (live electrical wires, equipment that retains power after shutoff) Never

Work with explosives (TNT, dynamite, nitroglycerine or other related explosives) Never

Risk of radiation (x-ray equipment, nuclear radiation, electromagnetic radiation, etc.) Never

Vibration (jack hammer, soil compactor, equipment that creates high vibration, etc.) Never

The noise level in the work environment is usually Moderate (business office with computers/printers, light traffic, etc.)

ADDITIONAL INFORMATION

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).

The City of Ocala provides a competitive, comprehensive benefit package for all full-time employees.

Health Insurance

We offer both single and family coverage, for employees working 30 or more hours per week.

Dental Insurance

For full time employees, we offer both single and family dental coverage.

Vision Insurance

For full time employees, we offer both single and family vision coverage.

Life Insurance

For full time employees, the City of Ocala provides Basic Life and Accidental Death and Dismemberments policies as an employer paid benefit. Employees can opt for additional coverage such as supplemental voluntary life, spouse life, dependent life, and child life. For full time employees, the City of Ocala provides Basic Life and Accidental Death and Dismemberments policies as an employer paid benefit. Employees can opt for additional coverage such as supplemental voluntary life, spouse life, dependent life, and child life.

Short Term and Long Term Disability

Offered to full time employees, STD and LTD coverages are income replacement benefits that assist policyholders who are unable to work for an extended period of time due to sickness or accidental injury.

Medical FSA (Flexible Spending Account) and Dependent Care FSA

Flexible spending accounts allow employees to pay out-of-pocket medical, dental, vision, and dependent care expenses using pre-tax dollars.

Pet Insurance

We also offer special pet insurance for your pets in the case of illness or accidents, as well as preventative care.

Employee Health & Wellness Center

The City of Ocala offers the use of the City Clinic for those employees, and covered dependents over the age of 8, which have elected one of our health insurance plans. Services offered by the City Clinic include primary care, chronic disease management, labs, x-rays, and wellness coaching.

Voluntary Cancer Insurance

For full time employees, the cancer insurance policy can help provide security if you, or a covered dependent, suddenly become diagnosed with cancer.

Supplemental Critical Care Insurance

Our full time employees have the option of electing critical care insurance that is available to help with medical expenses that could arise from things such as a heart attack or stroke.

Supplemental Accident Insurance

Also available to full time employees, is our Accident Coverage. This supplemental plan can be used to help with expenses like MRIs, physical therapy, and hospital admission.

Legal Plan Insurance

Full time employees can have access to local attorneys for a monthly fee and receive discounts on services such as legal consultation, wills, traffic violations and the purchase or sale of your home. The carrier also has a separate policy assisting with the matter of identity theft and social media monitoring.

Deferred Compensation Plan

Deferred compensation is available to all full-time employees at the time of employment. This benefit allows the employee to defer income without paying taxes until money is withdrawn. Current plan is administered through MissionSquare.

Direct Deposit

Direct deposit automatically deposits your net pay each pay period to your checking or savings account at your own financial institution. Direct deposit is a condition of employment for a person hired by the City.

Each pay period the employee receives an earnings statement showing gross pay, taxes, other deductions, accruals and net pay. Enrollment forms are available at Human Resources or Payroll.

Discounts - Theme Park

Discounts are available to all non-temporary employees at the time of employment.

Employee Assistance Program (EAP)

The Employee Assistance Program is available to all full-time employees and members of your household as an employer paid benefit. The EAP offers emotional wellbeing support in the form as counseling sessions and all sessions are confidential. The EAP also provides daily life assistance, legal services, and financial services.

Holidays and Paid Time off

The City provides paid holidays and paid time off for full-time employees. Refer to the Employee Handbook for details.

Retirement Plan

All full-time employees hired after 10/01/2013, apart from Sworn Police Officers and Firefighters, are enrolled in the 401a Defined Contribution Retirement Plan with MissionSquare. All contributions to the 401a Defined contribution plan are pre-tax and earnings grow tax-deferred. The City contributes 8% and employees contribute 3%. City contributions are 100% vested after one year of employment. You will be enrolled automatically and should take time to review your investment options at your earliest convenience.

Training Programs

The City is committed to provide training programs for all departments and all positions. Risk Management conducts classes in Defensive Driving, Safety, and Insurance. With rare exceptions, classes are offered during working hours, and are open to all eligible employees.

Tuition Reimbursement

All regular, full-time employees are eligible to participate in the tuition reimbursement program.

01

Do you have a high school diploma or GED, supplemented by courses in business practices and the secretarial field?

• Yes
• No

02

Do you possess a valid State of Florida Operator Drivers License with an acceptable driving record OR If you possess a valid out of state license, do you have the ability to obtain a Florida Drivers License prior to employment?

• Yes
• No

03

Please select the level of completed education experience you currently possess.

• None
• Associates degree
• Bachelors Degree
• Masters Degree

04

Please select the experience you possess in secretarial and administrative work of a progressively responsible and technical nature with transcription experience and a strong working knowledge of computers.

• None
• Less than 1 year
• 1 year
• 2 years
• 3 years
• 4 years
• 5 years
• 6 years
• 7+ years

05

Please select the experience you possess dealing with the general public.

• None
• Less than 1 year
• 1 year
• 2 years
• 3 years
• 4 years
• 5 years
• 6 years
• 7+ years

06

If you feel you qualify for this position due to an equivalent combination of training, education and experience, please explain below:

07

I understand that all information I provide regarding my background, education, certifications, licenses, and work history is subject to verification once an offer of employment has been extended and accepted. I further understand that any false, misleading, or incomplete information, or the omission of relevant information, may be grounds for disqualification from consideration, withdrawal of an employment offer, or dismissal from employment if discovered after I begin work.

• Yes
• No

08

I understand that, as a condition of employment with the City of Ocala, I will be required to review and electronically sign a Policy and Consent form related to the Lytx in-vehicle safety system. I understand that this consent includes acknowledgment of the collection and use of video, audio, location, and, where applicable, biometric data for safety, compliance, and operational purposes. I further understand that on my first day of employment, an email from noreply@lytx.com will be sent to my City of Ocala employee email address with instructions, and that the form must be completed within twenty-four (24) hours of my official start date.

• Yes
• No

09

Have you provided a complete employment and education history covering the past ten (10) years, or dating back to high school graduation, whichever period is shorter, within your NeoGov application and/or master profile? Please note: Resumes are welcome; however, they do not substitute for a completed application. Applications that do not include the required employment and education history, or that are otherwise incomplete, will be rejected and will not be considered for further review.

• Yes, I have provided a complete employment and education history and understand that incomplete applications will be rejected.
• No

Required Question

Employer City of Ocala

Address 110 SE Watula Ave

City Hall, 3rd Floor

Ocala, Florida, 34471

Phone 352-629-8359

Website https://www.ocalafl.gov/