Administrative Assistant

All current City of Sarasota employees must apply to job postings on the internal career site.

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Department:

Housing - Community Development

Employee Type:

Contract

Time Type:

Full time

Salary Range:

$24.4334 - $31.1526 Hourly

Job Posting Period:

January 26, 2026 - February 14, 2026 12:00 A.M.

Job Description:

Overview

To provide administrative support for a Department or Division Head assisting in handling technical and administrative functions in connection with departmental programs, such as personnel, budget, planning and operational procedures.

Essential Functions

• Assists in the coordination of all administrative functions of the department including budget, personnel, meetings and clerical duties.

• Prepares correspondence such as, letters, memoranda, reports, affidavits, and other materials.

• Completes data entry into numerous computer systems.

• Researches and collects information on operational and administrative problems, analyzes findings and makes reports to Department Head.

• Assists with the administration of the annual budget and helps maintain budget and expenditure controls.

• Process invoices and cash receipts for Department Head approval.

• Assists with the installation of new programs, procedures, methods and systems within the department.

• Performs fiscal and statistical studies.

• Conducts surveys and collects information on administrative matters; studies the findings and prepares reports.

• Prepares a variety of complex and confidential documents and reports.

• Maintains meeting minutes either electronically or with audio equipment.

• Coordinates and schedules meetings and conferences as directed.

• Coordinates all routine operational management functions within department, including purchasing, building, equipment, property inventory and disposal.

• Maintains complete stock of all office supplies and keeps accurate inventory of supplies and forms.

• Assists with department/division projects and tasks and works as a team member within the department.

• Represents department on committees or project groups as assigned.

• Maintains confidentiality and handles sensitive information with discretion.

• Tracks and monitors the progress of ongoing projects assigned by Supervisor.

• Manages special, routine, and required projects as assigned.

• Maintains data systems for department as assigned.

• May serve as the liaison to an advisory board responsible for records, minutes, and reports.

• Handles incoming calls, emails and mail, directing them to the appropriate personnel or addressing them as needed.

• The intent of this class description is to provide a representative summary of the types of duties and responsibilities that will be required of classifications given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Incumbent may be required to perform job-related tasks other than those specifically presented in this job description.

Minimum Qualifications

• Associate's degree from an accredited college or university with major course work in public, municipal, or business administration/management,

• Three (3) years of general office experience,

• Or the equivalent in education, training, and experience, which would provide the necessary knowledge, skills and abilities.

Job Based Competencies

• Be dependable, proactive and highly organized.

• Possess strong interpersonal skills and a good disposition.

• Ability to prioritize and manage multiple tasks and requests simultaneously.

• Ability to handle confidential information with discretion.

• Ability to work independently.

• Be proficient in Microsoft Office Suite and various other relevant software programs.

• Ability to understand the operations of the city government including some city computer programs (Workday, Questica).

• Considerable knowledge of the operations of City government including city-wide computer programs.

• General knowledge of the principles and practices of public administration.

• General knowledge of research methods and techniques, statistical methods and application and methods of report presentation.

• Knowledge of database utilization.

• Ability to utilize graphics and desktop publishing for departmental web page.

• Ability to express oneself clearly and concisely, orally and in writing.

• Ability to make decisions and to exercise resourcefulness in meeting new problems.

• Ability to prepare accurate, clear, complete and concise reports.

• Ability to analyze, interpret, and report research findings.

• Ability to establish and maintain effective working relationships with associates, municipal officials and the general public.

• Ability to operate a variety of standard office, data entry and word processing equipment.

• Ability to provide assistance or direction to employees on various administrative tasks.

Responsibility

Under the direction of and responsible to the Department Head or designated representative. Usually no supervisory responsibilities. Supervision may be exercised over subordinate clerical personnel or the preparation and completion of various projects as delegated.

Physical Requirements

This is sedentary work requiring limited physical effort. Position requires visual acuity for reviewing, checking, preparing, and maintaining written and computer files. Incumbent is required to have sufficient hearing to accurately perceive information at normal spoken word levels. Manual dexterity to operate standard office, data entry, and word processing equipment is required.

Public Contact

Effective public and governmental contacts are an essential component of this position. The incumbent interacts frequently with City Officials, other City Department Heads, employees, contractors, vendors and the general public. Contacts are for the purpose of obtaining and furnishing information, providing interpretations and explanations, responding to complaints, and similar purposes.

Retirement Benefit

The City of Sarasota made the transition to become a Florida Retirement System (FRS) employer effective December 1, 2021. To learn more about what this benefit may mean for you, please visit MyFrs.com. Please note that if you are hired to work for the City of Sarasota as an FRS employer, you will be asked to complete a form to certify your FRS status, as there may be an impact to any FRS benefit you are already receiving.

If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to Jake Brown our ADA Coordinator. Jake can be reached via email at  or via phone at 941-263-6299.

For questions pertaining to general employment or job application status, please call 941-263-6476, or email