Administrative Specialist - Admin Communication Specialist
COUNTY OF VOLUSIA, Altamonte Springs, FL, United States
Communications Specialist
This is a hybrid position combining advanced administrative support with assistance in communications and marketing functions. The Communications Specialist provides high-level administrative support to Community Information team while assisting senior communications staff with the preparation and distribution of public information content, marketing materials, events and special projects. Work involves significant public contact, sound judgment, and the ability to manage multiple concurrent priorities in a fast-paced governmental environment.
Note: This position may be required to occasionally work evenings or weekends to support public meetings, community events, or time-sensitive communications activities.
Illustrative Duties
These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.
Provides comprehensive administrative and operational support to the Community Information team, including calendar management, correspondence preparation, meeting coordination, and document control.
Prepares, proofreads, and distributes a wide variety of official documents including reports, presentations, agendas, minutes, memoranda, proclamations, and formal correspondence on behalf of the Community Information team.
Coordinates scheduling, logistics, and follow-up for boards, committees, and community events, ensuring compliance with applicable Sunshine Law and public records requirements.
Maintains and manages official records, files, and tracking systems in accordance with Florida Chapter 119 Public Records Law and County retention schedules.
Handles sensitive and confidential information with discretion, including communications involving elected officials, legal matters, and personnel issues.
Assists in the coordination of special events including logistics, setup and resource management.
Assists in the coordination of procurement activities, including preparation of Requests for Qualifications (RFQ), Requests for Proposals (RFP), and vendor correspondence.
Assists senior communications staff with the preparation and proofreading of content for newsletters, social media platforms, the County website, and internal communications under established guidelines and direct supervision.
Provides logistical and administrative support for public outreach campaigns, community engagement initiatives, and informational programs as directed.
Assists in the coordination of print and digital marketing material production, including tracking vendor timelines, distributing proofs for review, and processing associated documentation.
Supports social media activity under the direction of senior staff, including drafting content for review and approval prior to posting.
Assists with photographing and documenting public events and County activities for communications and archival purposes as assigned.
Compiles media monitoring summaries and public inquiry logs for review by senior communications staff.
Responds to routine public inquiries via phone, email, and social media in accordance with approved messaging and escalates complex or sensitive matters to senior staff.
Provides administrative support for the preparation of communications-related procurement documents, sponsor correspondence, and partnership materials as directed.
Represents the division/department at public meetings, community events, and inter-departmental workgroups as assigned.
Monitors legislative or regulatory developments relevant to division operations and communications obligations.
Monitors media coverage and public commentary relevant to County programs and services; provides summaries and reports to leadership as needed.
Responds to public inquiries via multiple channels, including phone, email, and social media, providing accurate, timely, and professional information.
Assists with the development and distribution of crisis communications and emergency public information materials in coordination with relevant departments.
Supports the preparation of grant applications, sponsor outreach, and partnership communications as required.
May be assigned to other county locations based upon operational needs.
Attends work on a regular and consistent basis.
Must adhere to Federal, State, County and Local ordinances.
Responds to emergency situations.
Performs related and/or other duties as assigned.
Minimum Requirements
High School diploma or GED and six (6) years administrative experience in communications, administration or equivalent experience.
OR
Bachelor's degree in Public Relations, Marketing, Advertising, Communications or related field, and two (2) years of experience in marketing, public relations, advertising, or related field.
A comparable amount of education, training and experience may be substituted for the minimum requirements if the following conditions are met:- the comparable experience, training and/or education has a direct relationship to the duties of the position being advertised
Must possess and maintain a valid driver's license at time of hire.
Must possess a valid Florida driver's license within 30 days of hire and maintain thereafter.
The preferred candidate, having met the requirements, will have familiarity with content management systems (CMS), design tools (e.g., Canva, Adobe Creative Suite), and social media scheduling tools is preferred.
Knowledge, Skills & Abilities
Knowledge of foundational principles of public communications, marketing, and public information work, particularly in a governmental or public-sector context.
Knowledge of advanced administrative and office management practices, including records management and document control.
Knowledge of Florida's Sunshine Law (Chapter 286) and Public Records Law (Chapter 119) or demonstrated ability to rapidly acquire this knowledge.
Knowledge of social media platforms and best practices for professional/governmental communications use.
Knowledge of print and digital publication processes, including vendor coordination and production workflows.
Knowledge of standard office software applications including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Knowledge of governmental procurement procedures including preparation of RFQs and RFPs.
Skilled in writing and editing with a high degree of accuracy, clarity, and professional tone across a variety of formats and audiences.
Skilled in managing competing priorities and deadline with minimal supervision.
Skilled in establishing and maintaining effective working relationships with elected officials, department leadership, staff, media representatives, vendors, and the public.
Skilled in organizing and coordinating meetings, events, and administrative workflows.
Skilled in verbal communication, including public-facing presentations and media interactions.
Ability to exercise sound independent judgment and discretion in handling sensitive and confidential matters.
Ability to adapt communication style and messaging to diverse audiences and platforms.
Ability to work collaboratively as part of a team while managing individual workload effectively.
Ability to learn and apply local government policies, procedures, and regulatory requirements.
Ability to respond with professionalism and composure in high-pressure or time-sensitive situations.
Ability to express ideas clearly and concisely, orally and in writing to groups and individuals.
Ability to respond to emergency situations.
Ability to establish and maintain effective working relationships.
Ability to work under stressful conditions.
Ability to interact effectively with others.
Must be able to relocate to other county locations based upon operational needs.
ADA REQUIREMENTS
Physical Demands: Sedentary work. Ability to see. Ability to lift 10 pounds, carry, push, pull, handle, climb, crouch/kneel, walk, bend, stoop, reach; finger dexterity. Visual acuity (peripheral vision and depth perception) necessary to operate a motorized vehicle.
Environmental Demands: Inside and outside. Ability to tolerate inclement weather including but not limited to heat, humidity, wind and cold.
Mental Demands: Ability to read and comprehend technical and professional journals and manuals; financial reports, letters, memos, abstracts, instructions; legal documents, ordinances and statutes. Ability to perform general mathematical functions. Ability to write reports, financial reports, memos, letters, instructions and procedures. Ability to speak publicly; conversant in theory and practices of discipline; persuasive speaking. Ability to analyze data and develop conclusions.
Volusia County is a drug free workplace and an Equal Opportunity Employer committed to a diverse workforce. Veterans' preference is provided to qualified applicants pursuant to State law.
This is a hybrid position combining advanced administrative support with assistance in communications and marketing functions. The Communications Specialist provides high-level administrative support to Community Information team while assisting senior communications staff with the preparation and distribution of public information content, marketing materials, events and special projects. Work involves significant public contact, sound judgment, and the ability to manage multiple concurrent priorities in a fast-paced governmental environment.
Note: This position may be required to occasionally work evenings or weekends to support public meetings, community events, or time-sensitive communications activities.
Illustrative Duties
These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.
Provides comprehensive administrative and operational support to the Community Information team, including calendar management, correspondence preparation, meeting coordination, and document control.
Prepares, proofreads, and distributes a wide variety of official documents including reports, presentations, agendas, minutes, memoranda, proclamations, and formal correspondence on behalf of the Community Information team.
Coordinates scheduling, logistics, and follow-up for boards, committees, and community events, ensuring compliance with applicable Sunshine Law and public records requirements.
Maintains and manages official records, files, and tracking systems in accordance with Florida Chapter 119 Public Records Law and County retention schedules.
Handles sensitive and confidential information with discretion, including communications involving elected officials, legal matters, and personnel issues.
Assists in the coordination of special events including logistics, setup and resource management.
Assists in the coordination of procurement activities, including preparation of Requests for Qualifications (RFQ), Requests for Proposals (RFP), and vendor correspondence.
Assists senior communications staff with the preparation and proofreading of content for newsletters, social media platforms, the County website, and internal communications under established guidelines and direct supervision.
Provides logistical and administrative support for public outreach campaigns, community engagement initiatives, and informational programs as directed.
Assists in the coordination of print and digital marketing material production, including tracking vendor timelines, distributing proofs for review, and processing associated documentation.
Supports social media activity under the direction of senior staff, including drafting content for review and approval prior to posting.
Assists with photographing and documenting public events and County activities for communications and archival purposes as assigned.
Compiles media monitoring summaries and public inquiry logs for review by senior communications staff.
Responds to routine public inquiries via phone, email, and social media in accordance with approved messaging and escalates complex or sensitive matters to senior staff.
Provides administrative support for the preparation of communications-related procurement documents, sponsor correspondence, and partnership materials as directed.
Represents the division/department at public meetings, community events, and inter-departmental workgroups as assigned.
Monitors legislative or regulatory developments relevant to division operations and communications obligations.
Monitors media coverage and public commentary relevant to County programs and services; provides summaries and reports to leadership as needed.
Responds to public inquiries via multiple channels, including phone, email, and social media, providing accurate, timely, and professional information.
Assists with the development and distribution of crisis communications and emergency public information materials in coordination with relevant departments.
Supports the preparation of grant applications, sponsor outreach, and partnership communications as required.
May be assigned to other county locations based upon operational needs.
Attends work on a regular and consistent basis.
Must adhere to Federal, State, County and Local ordinances.
Responds to emergency situations.
Performs related and/or other duties as assigned.
Minimum Requirements
High School diploma or GED and six (6) years administrative experience in communications, administration or equivalent experience.
OR
Bachelor's degree in Public Relations, Marketing, Advertising, Communications or related field, and two (2) years of experience in marketing, public relations, advertising, or related field.
A comparable amount of education, training and experience may be substituted for the minimum requirements if the following conditions are met:- the comparable experience, training and/or education has a direct relationship to the duties of the position being advertised
Must possess and maintain a valid driver's license at time of hire.
Must possess a valid Florida driver's license within 30 days of hire and maintain thereafter.
The preferred candidate, having met the requirements, will have familiarity with content management systems (CMS), design tools (e.g., Canva, Adobe Creative Suite), and social media scheduling tools is preferred.
Knowledge, Skills & Abilities
Knowledge of foundational principles of public communications, marketing, and public information work, particularly in a governmental or public-sector context.
Knowledge of advanced administrative and office management practices, including records management and document control.
Knowledge of Florida's Sunshine Law (Chapter 286) and Public Records Law (Chapter 119) or demonstrated ability to rapidly acquire this knowledge.
Knowledge of social media platforms and best practices for professional/governmental communications use.
Knowledge of print and digital publication processes, including vendor coordination and production workflows.
Knowledge of standard office software applications including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Knowledge of governmental procurement procedures including preparation of RFQs and RFPs.
Skilled in writing and editing with a high degree of accuracy, clarity, and professional tone across a variety of formats and audiences.
Skilled in managing competing priorities and deadline with minimal supervision.
Skilled in establishing and maintaining effective working relationships with elected officials, department leadership, staff, media representatives, vendors, and the public.
Skilled in organizing and coordinating meetings, events, and administrative workflows.
Skilled in verbal communication, including public-facing presentations and media interactions.
Ability to exercise sound independent judgment and discretion in handling sensitive and confidential matters.
Ability to adapt communication style and messaging to diverse audiences and platforms.
Ability to work collaboratively as part of a team while managing individual workload effectively.
Ability to learn and apply local government policies, procedures, and regulatory requirements.
Ability to respond with professionalism and composure in high-pressure or time-sensitive situations.
Ability to express ideas clearly and concisely, orally and in writing to groups and individuals.
Ability to respond to emergency situations.
Ability to establish and maintain effective working relationships.
Ability to work under stressful conditions.
Ability to interact effectively with others.
Must be able to relocate to other county locations based upon operational needs.
ADA REQUIREMENTS
Physical Demands: Sedentary work. Ability to see. Ability to lift 10 pounds, carry, push, pull, handle, climb, crouch/kneel, walk, bend, stoop, reach; finger dexterity. Visual acuity (peripheral vision and depth perception) necessary to operate a motorized vehicle.
Environmental Demands: Inside and outside. Ability to tolerate inclement weather including but not limited to heat, humidity, wind and cold.
Mental Demands: Ability to read and comprehend technical and professional journals and manuals; financial reports, letters, memos, abstracts, instructions; legal documents, ordinances and statutes. Ability to perform general mathematical functions. Ability to write reports, financial reports, memos, letters, instructions and procedures. Ability to speak publicly; conversant in theory and practices of discipline; persuasive speaking. Ability to analyze data and develop conclusions.
Volusia County is a drug free workplace and an Equal Opportunity Employer committed to a diverse workforce. Veterans' preference is provided to qualified applicants pursuant to State law.