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Administrative Specialist

4 weeks ago

Tampa FL USA, United States County of Volusia, FL Full time
Job Title: Administrative Specialist

We are seeking an experienced Administrative Specialist to join our Community Assistance Division in DeLand, Florida. As a key member of our team, you will be responsible for coordinating housing programs and grant funding initiatives.

Key Responsibilities:
  • Coordinate housing programs and grant funding initiatives
  • Develop and implement strategies for grant coordination and project management
  • Oversee grant coordination of strategies or projects related to grant funded programs
  • Manage contract administration and compliance monitoring
  • Develop and submit competitive applications and prepare for monitoring by grantee
  • Maintain client trackers, budget trackers, and review tabsheets, bid documents, cost estimates, and invoices
  • Report on status and conduct staff meetings
  • Develop, review, and process applications for assistance
  • Serve as web master and ensure ADA compliance, website monitoring, and updates to online documents and information
  • Study management methods to improve workflow, simplify reporting procedures, or implement cost reductions
  • Perform on-site inspections of projects to determine if work is being completed according to defined schedules
  • Investigate property owner/contractor complaints relative to progress of housing projects and make recommendations to supervisor for resolution if necessary
  • Propose and interpret policies for division operations
  • Review and answer correspondence
  • Coordinate and prepare grant or program reports
  • Coordinate collection and preparation of operating reports such as budget expenditures and performance data
  • Analyze data and make recommendations based on analysis
  • Provide public notices; prepare and distribute to news outlets and community organizations
  • Maintain a comprehensive records management system
  • Manage personnel, including supervising subordinates, interviewing applicants, hiring, disciplinary measures, performance evaluations, and employee training
  • Initiate projects and work independently
  • Prepare reports, including conclusions and recommendations for solutions of administrative problems
  • Represent division or activity head at meetings of civic organizations or County staff meetings
  • May serve as backup to the Administrative Specialist - Housing Coordinator and complete tasks that include but aren't limited to processing invoices, loan payoffs, mortgage satisfactions, fair housing, etc.
  • Perform special projects as directed
  • May be assigned to other county locations based upon operational needs
  • Must adhere to Federal, State, County, and Local ordinances
  • Respond to emergency situations
  • Perform other duties as assigned
Requirements:
  • High School diploma or GED and six (6) years administrative experience or equivalent experience
  • OR Associate's degree and four (4) years administrative experience 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
  • Must possess and maintain a valid Florida driver's license at time of hire
Knowledge, Skills & Abilities:
  • All knowledge, abilities, and skills required at the Senior Administrative Assistant level
  • Knowledge of principles of management
  • Knowledge of program and line item budgetary procedures
  • Knowledge of internal and office systems analysis
  • Knowledge of effective supervisory practices and procedures
  • Knowledge of office and performance analysis
  • Knowledge of principles of personnel management
  • 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 represent division in absence of the director
  • Ability to supervise others
  • Ability to work independently
  • Ability to interact effectively with others
  • Ability to work under stressful conditions
  • Must be able to relocate to other county locations based upon operational needs
ADA Requirements:
  • 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
Benefits:
  • 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: New Year's Day, Martin Luther King Day, Good Friday, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving, Christmas
  • Additional Benefits: Tuition Reimbursement, Onsite Wellness/Fitness Center, Computer Purchase Program, Direct Deposit Payroll