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Pwd Administrative Coordinator

4 months ago

Stuart, United States Martin County Board of County Commissioners Full time

**SUMMARY**:
Performs responsible professional work coordinating varied administrative processes in a division or department, requiring a thorough knowledge of the organizations and/or department/division's policies and programs. The position is responsible for developing and implementing various departmental/divisional policies and programs by analyzing, formulating, and recommending changes or improvements in existing systems. An incumbent may prepare and administer the division or department budget and/or grants. The incumbent supervises operational and technical functions and professional, technical, field and/or specialized staff employees.

In the event of a natural or man-made disaster that may threaten the area, the employee will be required to perform emergency duties as directed.

**ESSENTIAL DUTIES AND RESPONSIBILITIES / KNOWLEDGE, SKILLS AMD ABILITIES**:
(Note: The listed duties are illustrative only and are not intended to describe each and every function, which may be performed in the job class. The omission of specific statements does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position.)

Coordinates office services, personnel, budget preparation, and records control.

Reviews business processes to improve workflow, simplify reporting procedures or implementing cost reductions.

Coordinate emergency response training and communications for Department and/or Division.

Update and maintain Department Emergency Disaster Plan and FEMA training list upon job assignment.

Receives and investigates complaints and suggestions and coordinates resolution with appropriate staff and/or agencies.

Participates in task forces and committees.

Proposes policies for division operations.

Coordinates collection and preparation of operating reports such as attendance records, terminations, new hires, transfers, budget expenditures and performance data.

Analyzes data and makes recommendations based on analysis.

Maintains, records and preserves all official documents and proceedings of the county commission.

Provides public notices; prepares and distributes county council agendas; responds to public records.

Maintains a comprehensive records management system.

Coordinates the codification and publication of the county's code of ordinances.

Prepares, coordinates and monitors assigned grants.

Interprets operating policies.

Reviews and answers correspondence.

Coordinates and prepares annual, FEMA, and operational reports.

Assists in personnel management that may include training lower level clerical staff, interviewing applicants, and assisting in performance evaluations.

Coordinates with Human Resources division on filling vacancies, advertising, and subsequent testing procedures.

Initiates projects and works independent of close supervision.

Oversees unit operating practices such as record keeping systems, overtime usage, forms control, personnel and budgetary requirements to create new systems or revise established procedures.

Prepares reports including conclusions and recommendations for solutions of administrative problems.

Represents division at meetings of civic organizations or County meetings.

Processes and tracks financial transactions and payroll.

May be required to supervise subordinate staff.

Performs special projects as directed.

May be assigned to other county locations based upon operational needs.

**KNOWLEDGE, SKILLS AND ABILITIES**:
(Note: The knowledge, skills, and abilities identified in this class specification represent those needed to perform the duties of this class. Additional knowledge, skills and abilities may be applicable for individual positions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

Substantial knowledge of principles of management.

Substantial knowledge of program and line item budgetary procedures.

Substantial knowledge of internal and office systems analysis.

Knowledge of effective supervisory practices and procedures.

Substantial knowledge of office and performance analysis.

Knowledge of principles of personnel management.

Knowledge of County software including: timekeeping, budget, document management, and asset management.

Substantial knowledge of division policies and procedures.

Ability to conduct research and prepare reports based on findings.

Ability to properly maintain and report on 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 o