Administrative Specialist, Senior

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 SupportCoordinate centralized mail services, including receiving, processing, and distributing all county and interoffice mailSupport administrative staff with daily operations and systemwide initiativesAssist with planning and setting up meetings, trainings, and eventsManage reservations for meeting rooms and county vehiclesHelp organize, evaluate, and reduce stored materials across the systemEmployee & Internal SupportSupport processes related to hiring, onboarding, and employee documentationPrepare and assemble onboarding packets and coordinate new-hire logisticsMaintain accurate employee files and ensure required documentation is completeTrack and route performance evaluations, outside employment requests, and tuition reimbursementsAssist with FMLA and leave-of-absence tracking and coordination to ensure timely processingScheduling & On-Call CoordinationCoordinate on-call coverage requests from branchesMaintain updated on-call calendarsTrack and enter on-call hours into the required systemsEnsure accuracy and timely processing of all on-call recordsInventory, Supplies & DistributionManage office supply inventory and oversee reordering needsCommunicate supply timelines, receive shipments, and distribute materialsCoordinate delivery of publications, brochures, and systemwide materials to branchesFulfill branch requests for forms and promotional itemsFacilities & LogisticsAssist with scheduling maintenance for fleet vehiclesCoordinate parking validation for staff and visitorsEmployee Engagement & EventsRun employee anniversary reports and prepare communicationsSupport planning and setup for employee recognition eventsAssist with volunteer coordination efforts across branchesSupport large community events, festivals, and countywide initiatives such as campaigns or programsRecords ManagementAssist with records maintenance and destruction following approved retention schedulesEducation, Experience, Licensing What We're Looking ForMinimum RequirementsAny 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 AdministrationBusiness AdministrationOrganizational ManagementRecords ManagementOperations or Facilities CoordinationProgram or Project CoordinationTwo (2) years of experience in administrative support, clerical work, office operations, or a similar field, including:Records or document managementScheduling or workforce coordinationVolunteer or program coordinationFront-office or general clerical supportAdditionally, we're looking for:Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and database toolsStrong organizational and multitasking abilitiesExcellent verbal and written communication skillsAbility to work with confidential information responsiblyPreferred QualificationsExperience assisting with onboarding, hiring, or other employee support processesFamiliarity with records management practices or retention schedulesExperience helping coordinate events or large-scale administrative logisticsWorking ConditionsOffice-based with occasional travel to branchesLight physical work, including standing/walking and lifting up to 20 lbs.Occasional evening or weekend support for library eventsSupplemental 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.