Administrative Specialist -Facility & Show Services ...

Salary : $49,691.20 Annually Location : Daytona Beach, FL Job Type: Full-Time Job Number: 26-00984 Department: Ocean Center Opening Date: 02/23/2026 Closing Date: 3/9/2026 12:00 AM Eastern Major Functions The Administrative Specialist- Working title: Facility & Show Services Specialist will be responsible for coordinating, providing oversight and implementation of work order systems and purchasing processes. Illustrative Duties (Note: These are intended only as illustrations of the various type of work performed. The omission of specific duties does not exclude them from the position.) Contract Compliance: Coordinates office services, personnel, budget preparation, and records control. Studies management methods in order to improve workflow, simplify reporting procedures or implementing cost reductions. Propose policies for division operations. Analyzes data and makes recommendations based on analysis. Initiates projects and works independent of close supervision. Analyzes unit operating practices such as record keeping systems, overtime usage, forms control, personnel and budgetary requirements to create new systems or revise established procedures. Process calls from exhibitors related to electrical, internet, telecommunications, and other show-related issues. Respond to exhibitor emails and/or messages. Process show orders received via fax, phone, internet, mail, or other sources. Audit hall power usage during events. Staff the Center's Exhibitor Services booth when required prior to or during events. Supports clients with online ordering system, Organize show orders and prepare and distribute necessary spreadsheet and reports. Reconcile charges for services to Events Service Center (ESC) and ensure revenues are recorded and processed in a timely manner in the accounting system. Maintain future shows in Momentum software to enable exhibitor ordering. Provide monthly sales reports by show. Distribute work orders for installations required on EOC. Update mainfests for settlements. Coordinating contract and repair services by placing calls, making appointments, and facilitating vendor and contactor visits. Input work orders and distribute to department leads and manager for assignment, Maintain system inventories to par levels and order accordingly. Assists Special Project Coordinator with budget and personnel activities, to include staff schedules, work orders for information systems (Momentus, Lucity, EOC), Coordinates administrative functions for facilities maintenance and show services. Ensures accuracy of invoices and proposals in accordance with contracts. Liaison to purchasing to create and maintain department related master agreements and quotes. Produce accurate and timely reports related to maintenance and utility service functions. Maintain an accurate filing system. Works irregular hours as dictated by event preparation and facility utilization. Demonstrate flexibility in dealing effectively with unscheduled events/changed priorities/incomplete information. Adjust priorities and respond with a sense of urgency to matters of importance. Keep management promptly and fully informed of any situation that requires immediate management attention. Maintain positive working relationships with customers, service contractors, suppliers, and companies and firms doing business with Ocean Center, to promote coordinated services to clients. Support the mission, vision and objectives of the Ocean Center and support and implement management decisions. Act as a team player, working with other departments to realize shared goals and objectives. May be required to supervise subordinate staff. Performs special projects as directed. 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 other duties as assigned. Minimum Requirements Six (6) years of experience in Business Administration, Public Administration, Political Science, Social Services or equivalent experience. OR Bachelor's degree in Business Administration, Public Administration, Political Science, Social Services, or related field, and two (2) years administrative experience or equivalent experience. A comparable amount of experience, training or education may be substituted for the minimum requirements. May be required to possess and maintain a valid Florida driver's license. Knowledge, Skills & AbilitiesKnowledge of basic accounting principles and procedures. Knowledge of principles of management. Knowledge of program and line-item budgetary procedures. Knowledge of internal and office systems analysis. Knowledge of office and performance analysis. Knowledge of division policies and procedures. Ability to conduct research and prepare reports based on findings. Ability to properly maintain county records to ensure compliance with State and Federal laws and regulations. Ability to communicate effectively both orally and in writing. Ability to interpret policies and procedures. Ability to analyze operations and recommend procedures to improve performance. Ability to make sound management decisions based on available information. Ability to coordinate various activities within an agency to improve performance standards and operations. Ability to study systems and make recommendations to improve or revise current systems. Ability to supervise others. Ability to work independently. Ability to interact effectively with others. Ability to listen and communicate effectively. Ability to respond to emergency situations. Ability to communicate effectively both orally and in writing. 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. 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. Ability to identify and resolve problems. Physical Demands: Sedentary work. Ability to see. Ability to lift (10 lbs.), carry, push, pull, handle, climb, crouch/kneel, reach; finger dexterity. Depending on assignment: Visual acuity (peripheral vision and depth perception) necessary to operate a motorized vehicle. Environmental Demands: Inside work. We offer a competitive and comprehensive benefits package that includes: HEALTH INSURANCE Medical Dental Vision Flexible Spending Account RETIREMENT Florida Retirement System (FRS) Deferred Retirement Option Program (DROP) Deferred Compensation (475 Plan) SUPPLEMENTAL INSURANCE Life Insurance Short Term Disability Insurance Long Term Disability Insurance Cancer Insurance Critical Illness Insurance PAID TIME OFF Personal Leave Holidays Bereavement Military HOLIDAYS The County of Volusia observes the following holidays annually: New Year's Day Martin Luther King Day Good Friday Memorial Day Independence Day Labor Day Veterans Day Thanksgiving (and day after) Christmas ADDITIONAL BENEFITS Tuition Reimbursement Onsite Wellness/Fitness Center Computer Purchase Program Direct Deposit Payroll Temporary and intermittent employees are not paid for holidays and are not eligible for benefits. 01 Your response to the following supplemental questions must match the information in the work experience section on your application. If your responses do not match, your application will be deemed incomplete and will disqualify you from further consideration. I have read and understand the above statement. 02 Do you have a valid Florida driver's license? Yes No 03 If you answered "No" to the previous question, will you be able to obtain a Florida driver's license at the time of hire if selected for the position? Yes No Not Applicable 04 Do you have at least six (6) years of experience in Business Administration, Public Administration, Political Science, Social Services or related field? 05 If you answered yes to the previous question, please list the 1)years of experience 2)Position title 3)Brief description of your experience and 4)The name of the agency/organization(s). If you do not have experience, please indicate N/A. 06 Do you have a Bachelor's degree in Business Administration, Public Administration, Political Science, Social Services, or related field ? Yes No 07 If you answered "Yes" to the previous question, do you have two years of administrative experience or equivalent experience? Yes No 08 If you answered "Yes" to the previous question, please indicate the following:1)The number of years2)Position title 3)Brief description of your experience and 4)The name of the agency/organization(s). If you answered "No", please indicate N/A. 09 Do you have a comparable amount of education, training and experience that may be substituted for the minimum requirements? Yes No 10 If you answered "Yes" to the previous question, please indicate the following:1)The number of years2)Position title 3)Brief description of your experience and 4)The name of the agency/organization(s). If you answered "No", please indicate N/A. 11 Have you ever worked as a temporary/lease employee for the County of Volusia? Yes No 12 Where did you hear about this position? County of Volusia Indeed Social Media sites (i.e. Facebook, Twitter, Linked In) Other Required Question

Created: 2026-03-04