Administrative Specialist

Job Summary/Company: Sparks Group has partnered with a respected municipal organization seeking a friendly, organized, and customer-focused Administrative Specialist II to provide administrative and clerical support to a busy department. This position serves as the first point of contact for visitors and callers while supporting department leadership with a variety of administrative, customer service, purchasing, payroll, and office coordination responsibilities. The ideal candidate is professional, detail-oriented, highly organized, and thrives in a fast-paced public service environment.

Responsibilities:

• Serve as the primary point of contact by greeting visitors, answering incoming phone calls, taking messages, and directing inquiries to the appropriate staff.
• Provide administrative support to department leadership, including calendar management, scheduling meetings, preparing correspondence, and maintaining records.
• Prepare, edit, proofread, and distribute reports, letters, meeting agendas, presentations, spreadsheets, and other business documents.
• Coordinate department meetings by scheduling rooms, preparing meeting materials, maintaining attendance records, and recording meeting minutes as needed.
• Process incoming and outgoing mail, scan and distribute documents, and maintain organized electronic and paper filing systems.
• Maintain office supply inventory, place supply orders, and coordinate vendor purchases.
• Process purchase orders, invoices, payment requests, and assist with budget tracking and reconciliation activities.
• Assist with payroll processing by reviewing timesheets, maintaining attendance records, and processing payroll-related documentation.
• Coordinate employee travel arrangements, conference registrations, and reimbursement documentation.
• Perform data entry and maintain accurate records using Microsoft Office and department-specific software systems.
• Conduct research, compile information, and prepare reports to support departmental operations.
• Maintain confidentiality while handling sensitive information and official records.
• Communicate professionally with employees, vendors, contractors, government agencies, and members of the public.
• Provide general office support and assist with special projects and additional administrative duties as assigned.

Qualifications/Background Profile:

• High school diploma or GED required.
• Associate degree, vocational training, or coursework in Business Administration, Office Administration, or a related field preferred.
• Minimum of two (2) years of administrative, office support, customer service, or clerical experience.
• Strong customer service skills with a welcoming and professional demeanor.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Word, Excel, Outlook, and other Microsoft Office applications.
• Strong organizational skills with the ability to prioritize multiple tasks and meet deadlines.
• High attention to detail and accuracy.
• Ability to maintain confidential information and exercise sound judgment.
• Experience with purchasing, payroll support, records management, or municipal government is a plus.
• Florida Notary Public certification is preferred but not required upon hire.

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This job is In-Person.

We offer several comprehensive benefits package including health and life insurance, paid and unpaid time off, and retirement and savings plans to qualifying employees.

Download the Sparks Group mobile app from Apple App Store or Google Play.

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Sparks Group is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, pregnancy, citizenship, family status, genetic information, disability, or protect veteran status.