Administrative Office Coordinator - NCS

Veteran's preference applies

This is an administrative support position to the Neighborhood & Community Services Assistant Director and Department. This work involves advanced office management and coordination of services. This is an administrative position of moderate complexity requiring strong organizational skills to coordinate, oversee and monitor a wide variety of procurement contracts and agreements, professional and technical services agreements, memoranda of understanding and similar documents ranging from routine to complex.  This work involves monitoring contract processing procedures and activities, reviewing contract requests and proposals. Work is performed under the supervision of the Assistant Director.

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.

• Answers telephones and assists with inquiries
  • Assists with coordinating budget preparation for the department which includes developing and coordinating budget preparation, schedules and assisting the department to ensure timely completion of the annual budget.
  • Track revenues and expenditures of operating budgets for various divisions to ensure conformance to budgetary limits.  Perform intermediate technical entries for authorized budget transfers.  
  • Organizing documentation for upcoming meetings 
  • Assists with the Franchise Agreements for solid waste collection,  recycling provider and Construction & Demolition.
  • Assists with public records requests; performs research and retrieval of records. 
  • Assists with the preparation and maintenance of department records.
  • Work collaboratively with internal departments  to plan and anticipate contract timeline milestones and deliverables.
  • Enter invoices into Tyler New World and create check requests when applicable.
  • Monitor and manage current fiscal year purchase orders and ensure payment of invoices are timely.  
  • Assist in preparing Quarterly Accomplishment Reports.
  • Review by-weekly payroll for accuracy.
  • Acts as back up for public records requests in GovQA; 
  • Acts as back up for payroll entry, invoice entry and departmental credit card reconciliation for departmental expenditures.
  • Participation required in Emergency Management i.e. Damage Assessment Team.
  • Performs all functions and responsibilities according to the Palm Beach County Commission on Ethics Code of Ethics.
  • Fosters positive employee relations and employee morale on a City-wide basis.

           or Business Administration.

• Three (3) years or more experience in budgeting and/or moderately complex accounting work., 
• Or a High School Diploma or GED certificate and five (5) years or more of verifiable work experience involving staff assistance and advanced clerical support. 
• Must have a State of Florida Notary Public or acquire one within one (1) year of employment.

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 follow written and verbal directives. Skill at interpersonal relationships. Knowledge of business English, spelling and punctuation, in order to prepare documents and compose letters, etc. Knowledge of the Department’s and City's policies, procedures, practices and codes (if required).  Ability to operate a PC, keyboard, computer or mouse. Ability to communicate using speaking, hearing and visual skills. Ability to analyze a variety of administrative problems and to make sound recommendations. Ability to supervise and schedule clerical staff. 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 adapt to an evolving and continually improving environment. Requires demonstrated ability to utilize personal computer and office software such as MS Word, MS Excel and MS Outlook.

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.

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.

SELECTION GUIDELINES: Formal application, rating of education and experience; oral interview and reference check; job related tests might be required. The job description does not constitute an employment agreement with the employer, and requirements of the job change. 

Salary : $44,366 - $70,970