Administrative Operations Coordinator

3 weeks ago

Fort Pierce, United States St. Lucie County, FL Full time

MAJOR FUNCTIONS: Assist the Environmental Resources Department Director in the professional, technical and administrative work of planning, managing and evaluating all phases of the contractual and financial status of the department and each division including oversight of the operation and staff support for revenue reporting via the point of sale systems and projects coming under the jurisdiction of the Department. Performs advanced independent office operations including overseeing the budget, accounting and fiscal operations of ERD and all the Divisions. Support all Division's clerical staff & Managers with the operational needs of the Department.

KNOWLEDGE, SKILLS  AND ABILITIES NEEDED IN ORDER TO PERFORM THE ESSENTIAL JOB FUNCTIONS:  

Knowledge:

* Knowledge of government contract, budget and purchasing principles and procedures.
* Knowledge of grant and/or project management requirements and procedures.
* Knowledge of budget management processes and requirements. 
* Knowledge of daily operational procedures revenue software and point of sale systems.
* Knowledge of Department rental fee schedule, rules and procedures.
* Working knowledge of office procedures and organization for a multi-functional operation.

 

Skills:

* Advanced proficiency with Microsoft Suite including Word, Outlook, Excel, Power Point, Project and Adobe Pro.
* Advanced skills Share Point as well as electronic agenda, work orders, revenue and timesharing software.
* Cross-train with other Administrative staff on the duties of electronic hiring software and procedures.
* Communicate effectively, both verbally and in writing, including grammar, punctuation and spelling.
* Organizational skills to maintain the office and record keeping functions of the daily operations of the Department.

 

Abilities:

* Provide information in an organized and understandable manner.
* Establish effective working relationships with external agencies, County staff and the general public.
* Work with minimal supervision in an accurate and timely manner.  
* Present budgetary and financial information in an organized and understandable manner.
* Understand complex grant and fiscal procedure and regulatory requirements.
* Conduct and interpret fiscal analysis.
* Ability to maintain a file retrieval system in electronic and hard copy format.
* Ability to train staff in the operation of revenue reporting systems.
* Ability to quickly acquire advanced skills in budget and finance software such as Banner, Access, etc.

 

 

ESSENTIAL JOB FUNCTIONS:

* Develop, monitor and oversee multiple budgets, including grant budgets. Notify the Department Director or designee in a timely manner of potential budget issues and concerns.
* Implement, monitor and/or maintain the department/division purchases in accordance with County policies and procedures, including but not limited to, the development of bid, RFP and RFQ documents, purchase of capital equipment and maintaining department inventory.
* Prepare reports, agenda items, correspondence and other documents related to budgets and contracts, including capital projects and grants.
* Assist in developing & monitoring the budgets & contracts for the department programs, services and projects, including capital projects & MSTU funds.
* Assist with processing department/division work orders by overseeing process, reviewing status and monitoring backlog, if any.
* Conduct pre-audit review of records by examining, verifying and reviewing accounts, invoices, bills, purchase orders, PCards and work orders.
* Must be knowledgeable of department/division operations and able to respond to inquiries and address issues and problems with minimal direction.
* Track and/or oversee department revenues and expenditures, assure accuracy and compliance with County policies and procedures, statutes, regulations, and GAAP.
* Ensure errors or discrepancies are avoided or corrected in a timely manner.
* Supervise and review all assigned funds and accounts and ensure all documentations is accurate   and in order before processing forward to other Departments.
* Prepare and review financial reports, including but not limited to, budgets, grant monitoring and compliance requirements, information reports and requested analysis.
* Assist coordinators, superintendents, & division managers with fiscal/grant reports & requirements.
* Assist in the oversight of the electronic hiring system/software to ensure the tasks are completed correctly.
* Oversee the revenue software daily and assist in training full-time staff and reoccurring summer temporary staff on the correct use of the software. Oversight of the software includes but not limited to, troubleshooting for staff on a daily basis, ability to communicate and train staff on the process of using the software.
* Oversight of the credit card processing fees and transactions to coincide with the revenue software.
* May train and/or supervise administrative, program or clerical staff.
* Assist in the oversight of the inventory for the Department.
* Coordinate with other County departments/Divisions on special projects or tasks to be completed.

 

ESSENTIAL PHYSICAL SKILLS: Good vision and hearing with or without correction. Use of both hands and fingers with dexterity. Occasional walking and standing is required. Ability to speak clearly and concisely.

 

ESSENTIAL CONDITION REQUIREMENTS: Works predominately in an office environment in a sedentary position. 

 

WORK HAZARDS: Possible vision or hand/arm dysfunction due to heavy computer work. 

 

SAFETY EQUIPMENT USED OR NEEDED: None

 

SUPPLEMENTAL INFORMATION: This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position.  While it is intended to accurately reflect the position activities and requirements, Management reserves the right to modify, add or remove duties and assign other duties as necessary that are a logical assignment to the position. 

EDUCATION: Graduation from an accredited four [4] year College or University. A comparable amount of relevant training or experience may be substituted for the education qualifications. 

 

EXPERIENCE: At least five years of experience in contracts, budget, grant and/or project management. A comparable amount of training or experience may be substituted for the minimum qualifications.

 

LICENSE CERTIFICATION OR REGISTRATION: Valid Florida driver's license with a clean driving record and the ability to drive.

Union                       Non-Union   XExempt    X                Non-Exempt

Pay Grade G205 

Driving Position - Operating County vehicles and/or equipment is a primary function of this position. 

 PRE-EMPLOYMENT SCREENING: This position requires a physical, drug testing, driver's license verification and level 1 background screening.

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