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Administrative Coordinator

Broward County, Florida
$24.57 - $39.22 Hourly
medical insurance, dental insurance, life insurance, vision insurance, vacation time, paid holidays, sick time, retirement plan
United States, Florida, Fort Lauderdale
115 South Andrews Avenue (Show on map)
May 03, 2024
REQUIREMENTS AND PREFERENCES The Broward County Board of County Commissioners is seeking qualified candidates for Administrative Coordinator. The Office of Economic and Small Business Development is seeking a highly qualified individual to serve as a member of the Administrative team and provide an array of administrative functions. The desired candidate is skilled in the use of common office equipment, spreadsheets, word documents, and preparation and maintenance of records. The incumbent will serve as the payroll liaison, human resources liaison, and coordinator for all office computer/device inventory. The employee will provide professional level assistance directly to the Business Manager and will report on a variety of accounts, programs, and projects, via spreadsheets and documents. The primary roles of this position is to be responsible for all tasks related to handling invoices, human resources, payroll, procurement, and assist the Business Manager with budget related matters, procurement matters performance measures, SOPs, and process improvements, with providing additional support office wide. While performing the necessary duties, this position will ensure all assignments are handled professionally and timely, make sound decisions, using tact, composure, confidentiality, discretion, and effective communication skills, being seen as the lead worker for the Administrative Specialist and Intern. This position will serve as the primary contact for records management, coordination/surplus of computer inventory and be the main contact for IT related issues, recruitments, onboarding, resignations, and retirements, coordination and reconciliation of travel expenses, and primary contact for leave and attendance monitoring, along with maintaining payroll reports, and be the support for procurement needs, working directly with the Purchasing Division, on the various programs and projects OESBD is responsible for. This position will attend meetings, take notes, and provide follow-up action correspondence, monitors budget and assist with budget development. The ideal candidate will possess the following skills and competencies: - commitment to quality by setting high personal standards for quality - demonstrate accountability - maintain regular attendance - accept direction from coworkers, colleagues, and those in higher command - exhibits flexibility by being adaptive to change in assignments and duties - time management with the ability to control own schedule to maintain a high level of effectiveness, efficiency, and productivity - is able to communicate effectively and professionally, in writing and orally - works well on a team by providing team support and valuing the contribution of team members - work assignments independently - willing to make decisions when necessary General Description Performs administrative work assisting in the coordination and administration of business operations and functions. Works under general supervision, independently developing work methods and sequences. Minimum Education and Experience Requirements Requires an Associate's degree from an accredited college or university with major coursework in business or public administration or closely related field. (One year of relevant experience may be substituted for each year of required education.) Requires four (4) years in staff administration, management, and organization or closely related experience including six (6) months lead work/supervisory experience depending on area of assignment. Special Certifications and Licenses None. Preferences Bachelor's degree or higher in Business, Accounting, Public Administration or closely related field Business office administration related certificate Five (5) years or more Microsoft Office experience Two (2) years or more public sector experience Bilingual (Spanish or Creole) DUTIES AND RESPONSIBILITIES The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the job as necessary. Coordinates the business operations functions of a County division, section or unit; may supervise clerical and specially assigned technical staff engaged in a wide variety of secretarial, clerical, bookkeeping and technical functions; assigns and reviews work of subordinates and/or specially assigned project personnel. Coordinates the activities of a program or project which has operational responsibility of considerable scope; assists in the development of project procedures and schedules; prepares project reports and related data. Reviews state of accounts and records, and assists in preparing oral, written and statistical reports; provides professional level staff assistance to an administrative superior, division or department head in specially assigned areas of operation; assists and advises on matters pertaining to programs or projects assigned. Responsible for maintenance of project records and documentation; facilitates the accomplishment of work through providing, obtaining and coordinating a variety of services. Acts as administrative liaison among various County operational and administrative functions related to an assigned program or project; interprets and explains policy regulations and operating procedures. Performs related work as assigned. WORK ENVIRONMENT Physical Demands Physical demands refer to the requirements for physical exertion and coordination of limb and body movement. Performs light work that involves walking or standing most of the time and involves exerting up to 20 pounds of force on a regular and recurring basis, or skill, adeptness and speed in the use of fingers, hands or limbs on repetitive operation of electronic office equipment within moderate tolerances or limits of accuracy. Unavoidable Hazards (Work Environment) Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken. None. SPECIAL INFORMATION Competencies Tech Savvy Anticipates and adopts innovations in business-building digital and technology applications. Investigates technologies to learn some cutting-edge best practices. Uses digital/social media to benefit the team and add value to the work being done; understands how to avoid misuse of these tools. Manages Complexity Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. Looks at complex issues from multiple angles; explores issues to uncover underlying issues and root causes; sees the main consequences and implications of different options. Decision Quality Makes good and timely decisions that keep the organization moving forward. Seeks coaching from others to address routine problems; learns to handle these issues effectively. Bases decisions and actions on relevant rules and procedures. Directs Work Provides direction, delegating, and removing obstacles to get work done. Confirms mutual agreement on accountabilities, fostering strong coordination and minimizing duplicated efforts. Communicates delays or problems early so others can manage their own work schedules effectively. Plans and Aligns Plans and prioritizes work to meet commitments aligned with organizational goals. Outlines clear plans that put actions in a logical sequence; conveys some time frames. Aligns own work with relevant workgroups. Takes some steps to reduce bottlenecks and speed up the work. Optimizes Work Processes Knows the most effective and efficient processes to get things done, with a focus on continuous improvement. Generally follows defined and communicated standards, methods, and procedures. Seeks advice and finds ways to work better within processes. Makes some reasonable suggestions to improve work methods. Ensures Accountability Holds self and others accountable to meet commitments. Tracks performance and strives to remain effective, learning from both successes and failures. Readily takes on challenges or difficult tasks and has reputation for delivering on commitments. Communicates Effectively Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences. Listens attentively and takes an interest. Keeps others well informed; conveys information clearly, concisely, and professionally when speaking or writing. County Core Values All Broward County employees strive to demonstrate the County's four core behavioral competencies. Collaborates: Building partnerships and working collaboratively with others to meet shared objectives. Customer focus: Building strong customer relationships and delivering customer-centric solutions. Instills trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity. Values differences: Recognizing the value that different perspectives and cultures bring to an organization. Americans with Disabilities Act (ADA) Compliance Broward County is an Equal Opportunity Employer committed to inclusion. Broward County is committed to providing equal opportunity and reasonable accommodations to qualified persons with disabilities. We support the hiring of people with disabilities; therefore, if you require assistance due to a disability, please contact the Professional Standards Section in advance at 954-357-6500 or email Profstandards@broward.org to make an accommodation request. Emergency Management Responsibilities Note: During emergency conditions, all County employees are automatically considered emergency service workers. County employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation and are expected to perform emergency service duties, as assigned. County-wide Employee Responsibilities All Broward County employees must serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Broward County's Employee Code of Ethics, gift, and conflict of interest policies. All Broward County employees must establish and maintain effective working relationships with the general public, co-workers, elected and appointed officials and members of diverse cultural and linguistic backgrounds, regardless of race, color, religion, sex, national origin, age, disability, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression.