Job Description

Veterans' Preference Applies

EEO Statement

The City of Delray Beach does not discriminate on the basis of race, color, national origin, sex, religion, age or disability, marital status, family status or sexual orientation in employment or the provision of services

This is an administrative position of moderate complexity involving advanced office management and coordination of services ranging from routine to complex. The duties include coordination of various activities of the Police Administrative Unit which is responsible for overseeing and managing the departmental budget, purchasing, processing of invoices, payroll, grants, preparation of Commission agenda items, and federal and state reporting. Work involves high level of confidentiality and discretion and is performed under the supervision of the Administrative Services Manager.

Essential Job Duties

The following duties are normal for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. The specific duties of this position are subject to internal control restrictions which will prevent one individual from doing all tasks of this classification.

• Process invoices and check requests for payment in City’s ERP system
• Coordinate requests for quotes and proposals with internal customers and external vendors, review for accuracy and requirements, and process according to established procedures.
• Prepare purchase requisitions and change orders; track and maintain expenditure and status spreadsheets
• Enter and track departmental budget transactions, maintain various budgetary and forecast spreadsheets, assist in budget preparation and scheduling to ensure timely completion of the annual budget.
• Assist with entry of Commission agenda items, coordinate associated document processing and routing to internal departments and external entities
• Update departmental systems (Records management system, performance system) on on-going basis.
• Review departmental travel and training packets for accuracy and completeness.
• Prepare and maintain various regular and on-request statistical reports.
• Assist with tracking of grant activities and expenditures.
• Assist Administrative Services Manager with departmental and City projects.
• Review contracts and other agreements for completeness and accuracy. Maintain and monitor a variety of procurement contracts and agreements, professional and technical services agreements, federal and state grant agreements, memoranda of understanding and similar documents.
• Coordinate, verify and assist with review of all procurement card purchases for all department expenditures. Act as first line assistant for any questions.
• Act as back up for public records requests in online records request system; assist with public records requests; perform research and retrieval of records.
• Serve as departmental Petty Cash Custodian.
• Review all check requests and invoices paid by the department, keep files of purchase orders and ensure prompt payment of invoices.
• Set up, maintain, and manage files for compliance monitoring purposes.
• Prepare written and oral reports as needed.
• Assist with annual and periodic State and Federal audits.
• Assist with review and proof of payroll entries.
• Provide Administrative Services Manager with broad spectrum of administrative support.
• Perform all functions and responsibilities according to the Palm Beach County Commission on Ethics Code of Ethics.
• Foster positive employee relations and employee morale on a City-wide basis.

Minimum Qualifications

Associates Degree from an accredited college or university with major study in Business Administration, Procurement, Public Administration, Finance, Accounting, Economics, Business Law, or a closely related field, with a minimum of five (5) years’ verifiable work experience in advanced administrative support, budgeting and/or moderately complex accounting, work, contract administration, business administration, procurement or purchasing of goods and services, preferably in local government agency.

Or

A high school diploma or equivalent with seven (7) years’ verifiable experience in advanced administrative support, budgeting and/or moderately complex accounting, contract administration, business administration, procurement or purchasing of goods and services, preferably in local government agency.

Must have a State of Florida Notary Public or acquire one within one (1) year of employment.

Ability to work independently with strong organizational skills and maximum attention to detail. Ability to prepare written and oral reports and presentations. Strong proficiency with PC's, word processing and spreadsheet applications. Ability to manage and prioritize routine, specialized and complex assignments and problems utilizing knowledge acquired through prior education, training, and experience. Ability to communicate effectively in oral and written form. Ability to handle multiple deadlines in a continually evolving and improving environment. Ability to organize, coordinate and maintain budget accounting records. Ability to understand and adhere to procedures and policies. Ability to establish and maintain effective work relationships. Intermediate skill in the operation of a personal computer and Microsoft software applications. Knowledge of business English and spelling. Knowledge of office practices and procedures. Ability to understand and follow oral and written instruction. Ability to make arithmetic computations and tabulations accurately and with reasonable speed. Skill in typing accurately. Skill in the use of data input equipment. Ability to work on projects independently. Ability to analyze a variety of administrative problems and to make sound recommendations based on established directives, policies and procedures.The abilities expected of all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies, be appropriately groomed and attired so as to present a professional image in accordance with the organization’s mission, goals, and policies; report for work promptly and properly prepared at the time and place required by the assignment or orders; notify the appropriate supervisor of intended absences in accordance with stated rules; conform with standards and rules regarding use of accrued time; demonstrate a polite, helpful and courteous manner when engaged in any activity with the public; operate and care for equipment to manufacturer’s specifications and/or within the specified parameters; demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues.A comparable combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position, may be substituted for the minimum qualifications.

Supplemental Information

Physical Demands/Work Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel, or operate objects, tools, or controls, and reach with both hands and arms. The employee is occasionally required to walk, kneel, bend, stoop and stand. The employee must occasionally lift and/or move up to 15 lbs. Specific vision abilities required by this job include close vision and the ability to adjust focus. Ability to sit at a desk and view a display screen for extended periods. Work inside in an office environment.