Administrative Specialist, Senior
Lee County, Fort Myers, FL, United States
Administrative Specialist, Senior
The Administrative Specialist, Senior plays a key role in keeping the Lee County Library System running smoothly. This position supports daily operations, coordinates essential services, and ensures staff across the system have what they need to succeed. From organizing systemwide logistics to supporting employee processes and special projects, the Administrative Specialist helps maintain an efficient, responsive, and well-connected library environment. This role is ideal for someone who is organized, proactive, and ready to support a fast-paced public service team.
Duties and Responsibilities
Administrative & Operational Support
Coordinate centralized mail services, including receiving, processing, and distributing all county and interoffice mail
Support administrative staff with daily operations and systemwide initiatives
Assist with planning and setting up meetings, trainings, and events
Manage reservations for meeting rooms and county vehicles
Help organize, evaluate, and reduce stored materials across the system
Employee & Internal Support
Support processes related to hiring, onboarding, and employee documentation
Prepare and assemble onboarding packets and coordinate new-hire logistics
Maintain accurate employee files and ensure required documentation is complete
Track and route performance evaluations, outside employment requests, and tuition reimbursements
Assist with FMLA and leave-of-absence tracking and coordination to ensure timely processing
Scheduling & On-Call Coordination
Coordinate on-call coverage requests from branches
Maintain updated on-call calendars
Track and enter on-call hours into the required systems
Ensure accuracy and timely processing of all on-call records
Inventory, Supplies & Distribution
Manage office supply inventory and oversee reordering needs
Communicate supply timelines, receive shipments, and distribute materials
Coordinate delivery of publications, brochures, and systemwide materials to branches
Fulfill branch requests for forms and promotional items
Facilities & Logistics
Assist with scheduling maintenance for fleet vehicles
Coordinate parking validation for staff and visitors
Employee Engagement & Events
Run employee anniversary reports and prepare communications
Support planning and setup for employee recognition events
Assist with volunteer coordination efforts across branches
Support large community events, festivals, and countywide initiatives such as campaigns or programs
Records Management
Assist with records maintenance and destruction following approved retention schedules
Education, Experience, Licensing
What We're Looking For
Minimum Requirements
Any combination of education and experience equivalent to:
high school diploma or GED, plus one year of college-level coursework or training in business administration, office management, public administration, or a closely related field, such as:
Office Administration
Business Administration
Organizational Management
Records Management
Operations or Facilities Coordination
Program or Project Coordination
Two (2) years of experience in administrative support, clerical work, office operations, or a similar field, including:
Records or document management
Scheduling or workforce coordination
Volunteer or program coordination
Front-office or general clerical support
Additionally, we're looking for:
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and database tools
Strong organizational and multitasking abilities
Excellent verbal and written communication skills
Ability to work with confidential information responsibly
Preferred Qualifications
Experience assisting with onboarding, hiring, or other employee support processes
Familiarity with records management practices or retention schedules
Experience helping coordinate events or large-scale administrative logistics
Working Conditions
Office-based with occasional travel to branches
Light physical work, including standing/walking and lifting up to 20 lbs.
Occasional evening or weekend support for library events
Supplemental Information
Work Schedule:
Full-time, 80 hours bi-weekly. Hours may vary and could include evenings, Saturdays, and some Sundays.
Why Join Us?
At the Lee County Library System, you'll be part of a mission-driven organization that strengthens the community through information, connection, and lifelong learning. With 13 branches serving one of Florida's most dynamic counties, we work together to support programs, events, and operations that reach hundreds of thousands of residents every year. If you enjoy organization, teamwork, and being the behind-the-scenes backbone of a thriving public service organization, this role offers a meaningful way to grow your career.
About the Library System
Founded in 1964, the Lee County Library System now includes 13 branches. With a collection of over 1.5 million items and an annual circulation of approximately 6 million, we are committed to delivering high-quality services, resources, and programs that meet the needs of our diverse and growing community.
About Lee County Lee County is located in beautiful Southwest Florida and is home to over 800,000 residents. We are dedicated to serving our community with high-quality services and a focus on sustainability and innovation. Join us in making Lee County a great place to live, work, and visit.
The Administrative Specialist, Senior plays a key role in keeping the Lee County Library System running smoothly. This position supports daily operations, coordinates essential services, and ensures staff across the system have what they need to succeed. From organizing systemwide logistics to supporting employee processes and special projects, the Administrative Specialist helps maintain an efficient, responsive, and well-connected library environment. This role is ideal for someone who is organized, proactive, and ready to support a fast-paced public service team.
Duties and Responsibilities
Administrative & Operational Support
Coordinate centralized mail services, including receiving, processing, and distributing all county and interoffice mail
Support administrative staff with daily operations and systemwide initiatives
Assist with planning and setting up meetings, trainings, and events
Manage reservations for meeting rooms and county vehicles
Help organize, evaluate, and reduce stored materials across the system
Employee & Internal Support
Support processes related to hiring, onboarding, and employee documentation
Prepare and assemble onboarding packets and coordinate new-hire logistics
Maintain accurate employee files and ensure required documentation is complete
Track and route performance evaluations, outside employment requests, and tuition reimbursements
Assist with FMLA and leave-of-absence tracking and coordination to ensure timely processing
Scheduling & On-Call Coordination
Coordinate on-call coverage requests from branches
Maintain updated on-call calendars
Track and enter on-call hours into the required systems
Ensure accuracy and timely processing of all on-call records
Inventory, Supplies & Distribution
Manage office supply inventory and oversee reordering needs
Communicate supply timelines, receive shipments, and distribute materials
Coordinate delivery of publications, brochures, and systemwide materials to branches
Fulfill branch requests for forms and promotional items
Facilities & Logistics
Assist with scheduling maintenance for fleet vehicles
Coordinate parking validation for staff and visitors
Employee Engagement & Events
Run employee anniversary reports and prepare communications
Support planning and setup for employee recognition events
Assist with volunteer coordination efforts across branches
Support large community events, festivals, and countywide initiatives such as campaigns or programs
Records Management
Assist with records maintenance and destruction following approved retention schedules
Education, Experience, Licensing
What We're Looking For
Minimum Requirements
Any combination of education and experience equivalent to:
high school diploma or GED, plus one year of college-level coursework or training in business administration, office management, public administration, or a closely related field, such as:
Office Administration
Business Administration
Organizational Management
Records Management
Operations or Facilities Coordination
Program or Project Coordination
Two (2) years of experience in administrative support, clerical work, office operations, or a similar field, including:
Records or document management
Scheduling or workforce coordination
Volunteer or program coordination
Front-office or general clerical support
Additionally, we're looking for:
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and database tools
Strong organizational and multitasking abilities
Excellent verbal and written communication skills
Ability to work with confidential information responsibly
Preferred Qualifications
Experience assisting with onboarding, hiring, or other employee support processes
Familiarity with records management practices or retention schedules
Experience helping coordinate events or large-scale administrative logistics
Working Conditions
Office-based with occasional travel to branches
Light physical work, including standing/walking and lifting up to 20 lbs.
Occasional evening or weekend support for library events
Supplemental Information
Work Schedule:
Full-time, 80 hours bi-weekly. Hours may vary and could include evenings, Saturdays, and some Sundays.
Why Join Us?
At the Lee County Library System, you'll be part of a mission-driven organization that strengthens the community through information, connection, and lifelong learning. With 13 branches serving one of Florida's most dynamic counties, we work together to support programs, events, and operations that reach hundreds of thousands of residents every year. If you enjoy organization, teamwork, and being the behind-the-scenes backbone of a thriving public service organization, this role offers a meaningful way to grow your career.
About the Library System
Founded in 1964, the Lee County Library System now includes 13 branches. With a collection of over 1.5 million items and an annual circulation of approximately 6 million, we are committed to delivering high-quality services, resources, and programs that meet the needs of our diverse and growing community.
About Lee County Lee County is located in beautiful Southwest Florida and is home to over 800,000 residents. We are dedicated to serving our community with high-quality services and a focus on sustainability and innovation. Join us in making Lee County a great place to live, work, and visit.