JOB SUMMARY

St. Petersburg College is seeking a detail-oriented Administrative Services Specialist to provide dedicated administrative support to the Public Safety department, which encompasses Police, Security, Environmental Health & Safety (EHS), Emergency Management, and Access Services. This position is the administrative backbone of the department, keeping purchasing, HR processes, vendor relationships, and inventory running smoothly so that Public Safety teams can focus on protecting the college community.

ESSENTIAL JOB FUNCTIONS

Prepares and submits purchase requests and requisitions on behalf of the Public Safety department, tracking orders through to fulfillment. Prepares and processes Requests for Contract (RFC) and Requests for Proposal (RFP) to support departmental purchasing and vendor selection. Prepares, processes, and tracks HR documents (e.g., personnel action forms, onboarding paperwork, timekeeping records) for Public Safety staff. Serves as a point of contact for vendor relations, including coordinating quotes, deliveries, service calls, and maintaining vendor records for equipment and supplies used by Police, Security, EHS, Emergency Management, and Access Services. Maintains inventory of department equipment, uniforms, safety supplies, and access-control hardware; tracks stock levels and coordinates reordering. Screens incoming calls, greets visitors, and directs phone and walk-in customers for the Public Safety department. Prepares, reviews, and processes routine correspondence, reports, invoices, forms, and related records; maintains departmental files and databases. Coordinates calendars, meetings, and room reservations for Public Safety leadership and staff; routes documents requiring supervisor approval or signature. Assists with department budget tracking and creates spreadsheets to support reporting needs. Creates special communications such as event flyers and safety notices; may assist with updates to Public Safety web pages. Runs system queries and may troubleshoot basic system issues related to department software and access systems. Receives, sorts, and distributes correspondence and mail for the department. Performs other duties as assigned.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

High school diploma or equivalent; two (2) years of related work experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

KNOWLEDGE, SKILLS AND ABILITIES

Customer service principles; Modern office procedures, methods, and equipment; Basic filing and record keeping principles; Basic office equipment maintenance procedures; and Computers and related software applications; Providing responsive, professional customer service to staff and the public Preparing and maintaining accurate records, files, and inventories Managing multiple priorities and vendor relationships simultaneously Using standard office and departmental software applications Clear written and verbal communication with coworkers, supervisors, vendors, and the public Maintain confidentiality and exercise sound judgment when handling sensitive Public Safety and HR information Pay close attention to detail

CERTIFICATION, LICENSE AND SPECIAL REQUIREMENTS N/A.

Pay:

$17.36 - $21.05 per hour Expected hours: 40.0 per week

Benefits:

Dental insurance Employee assistance program Health insurance Life insurance Paid time off Retirement plan Tuition reimbursement Vision insurance

Work Location:

In person