Overview
Administrative Specialist II / III Jobs in Ocala at City of Ocala, FL
$36,010.00 – $52,610.00 Annually
110 SE Watula Ave, 3rd Floor, Ocala, FL 34471, FL
Full-Time
710262
Electric
07/13/2026
7/27/2026 5:00 PM Eastern
Description
This is an administrative position providing general clerical services and related duties specific to the department. Within scope of responsibility, exercises independent judgment, initiative and discretion based on knowledge of applicable administrative policies and procedures in performing daily activities. Work involves routine contact with officials of the City, customers, and the public. Exercises trustworthy service, courtesy, tact and diplomacy in dealing with others. Work can be of a highly confidential nature and involves the skilled use of a computer. Works under assigned supervision.
Examples of Duties
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Correspondence: Prepares memos, letters, forms, statements and correspondence on a variety of subjects.
- Record Keeping: Maintains files and various records for the department.
- Customer Service: Communicates clearly and courteously to deal with people by phone, in person, in writing and in some departments by two-way radio.
- Reports: Prepares various reports which may include: petty cash, travel, billing, etc.
- Administrative: Schedules appointments, meetings and makes travel arrangements. May attend meetings taking notes and transcribing dictation.
- Payroll Clerk: Prepares payroll and maintains departmental records.
- Perform any other related duties as required or assigned.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- 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 department’s 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 supervisor’s absence.
- Perform any other related duties as required or assigned.
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
- Two (2) years related experience and/or training.
- An equivalent combination of education and experience may be considered.
REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS
- Must possess and maintain a valid Florida Operators Driver’s License with an acceptable driving record.
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 and maintain a valid Florida Operators Driver’s License with an acceptable driving record.
Supplemental Information
RESPONSIBILITY FOR FUNDS, PROPERTY and EQUIPMENT
None.
SUPERVISORY RESPONSIBILITIES
None.
COMMUNICATION SKILLS
Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.
MATHEMATICAL SKILL
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 in situations of a routine nature.
SUPERVISION RECEIVED
Under general supervision where standard practice enables the employee to proceed alone on routine work, referring all questionable cases to supervisor.
PLANNING
Considerable responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work; 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 frequent opportunity for decision-making of minor importance and also frequent opportunity for decision-making of major importance; the latter of which would affect the work operations of other employees and/or clientele to a moderate degree.
MENTAL DEMAND
Close mental demand. 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 administration and operations; also to determine or select material and equipment where highly variable sequences are involved.
ANALYTICAL ABILITY / PROBLEM SOLVING
Moderately structured. Fairly broad activities using moderately structured procedures with only generally guided supervision. Interpolation of learned things in somewhat varied situations.
USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS
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, thereby creating an inaccurate picture of an existing situation. Could cause further errors, losses, or embarrassment to the organization. The possibility for error is always present due to requirements of the job.
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, such as those required in coordination of effort, or frequent contacts with other departments or offices, generally in normal course of performing duties. Requires tact in discussing problems and presenting data and making recommendations, but responsibility for action and decision reverts to others.
SOFTWARE SKILLS REQUIRED
Intermediate: 10-Key, Alphanumeric Data Entry, Database, Word Processing/Typing
Basic: Accounting, Human Resources Systems, Payroll Systems, Spreadsheet
ADDITIONAL SOFTWARE SKILLS
Not indicated.
OTHER SKILLS
Not indicated.
PHYSICAL ACTIVITIES
The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.
While performing the functions of this job, the employee is continuously required to talk or hear; regularly required to stand, walk, sit, use hands to finger, handle, or feel; occasionally required to reach with hands and arms, stoop, kneel, crouch, or crawl.
The employee must occasionally lift and/or move up to 25 pounds, regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and color vision.
ENVIRONMENTAL CONDITIONS
There are no harmful environmental conditions that are present for this position. The noise level in the work environment is usually moderate.
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 MRI’s, 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.
Title: Administrative Specialist II / III
Company: City of Ocala, FL
Location: Ocala
