Administrative Officer II (Community Development)

NATURE OF WORK

This classification involves advanced administrative work coordinating the operational functions for the assigned Community Development department.  An employee in this position performs various administrative duties assisting department management in carrying out operations; plans, develops, analyzes, evaluates, advises on, and improves various management control systems, programs, projects, policies, work methods, and procedures; performs duties such as cost analysis and control, budget preparation, expense control, purchasing and inventory work, methods and procedures studies, grant or report preparations, and/or payroll and personnel administration; conducts research; and files regulatory reports as assigned.  This position also oversees work of assigned employees and administers and monitors assigned functions within department.

ESSENTIAL JOB FUNCTIONS

• Assists the Director of Community Development with administrative and departmental management tasks. 
• Schedules and coordinates various meetings and appointments, as well as maintenance of the Director’s calendar and itinerary. 
• Efficiently manages incoming calls and visitors for the Director, providing prompt responses to inquiries via phone and email, and directing matters to appropriate individuals or departments as needed. 
• Drafts and prepares memoranda, programs, reports, recognitions, and diverse documents.
• Maintains various office filing systems including Director files, office asset inventory control records, consultant agreements, and site work bonds.
• Oversees the department Consultant Service Agreements, ensuring compliance and accuracy with terms, services, and billing.
• Coordinates the submittal of Site Work Bonds required for approval of Development Agreement Letters. Collaborates in record-keeping and release of said bonds with Finance department.
• Reviews for accuracy the Cost Recovery program logs submitted by Planning Division and prepares memoranda to be routed to the Finance department. Prepares Cost Recovery program refunds.
• Routes of execution agreements and other legal instruments approved by the City Commission, ensuring proper recording and filing.
• Responsible for the review, routing, and tracking responses of public records requests received from the City Clerk’s Office for the Community Development department.
• Responsible for routing and timely response of Citizen Service Requests assigned to the Planning and Engineering divisions.
• Oversees and/or participates in the formulation, preparation, and control of the departmental budget through the following: analyzes and reviews financial data in order to develop budget projections; conducts cost analysis and budget impact studies; consults with department officials regarding funding requests, organizational changes, expenditure levels, budget justifications and narratives, and  fiscal ramifications of various proposals; suggests cost-cutting alternatives; obtains quotes or bids; reviews budget documents for format and accuracy; and advises department personnel on budget problems, processes, and procedures. Prepares reports of expenses and revenues for review by the Director.
• Oversees and analyzes the budget status by monitoring monthly expenditure reports; prepares purchase order requisitions for the Planning and Engineering divisions and cross-divisions or sensitive requests. Processes budget transfers and change orders; handles receiving reports for payment of invoices and prepares requests for checks and direct payments.  
• Provides training, mentoring and direction to clerical personnel engaged in preparation of invoices and billings for equipment or services, issuance of purchase orders and requisitions, , serves as backup for verification and review for accuracy of daily cash deposits, and other related clerical activities. Takes on responsibilities of administrative support staff during their absences or position vacancies. Provides training to employees in new procedures required with automated accounting and reporting systems.
• Provides direct assistance with confidential personnel activities, including employment and onboarding paperwork, organization of personnel records and payroll coordination; serves as appointing authority as delegated. 
• Prepares all department personnel action forms,  including new hires, action changes, merits, etc.;  tracks performance evaluations; and coordinates department and personnel activities including personnel records and payroll.
• Responsible for assisting with tracking and reporting of all departmental mandatory classes assigned by HR.
• Audits departmental financial records to obtain data for management reports relative to budget control, purchasing standards, equipment inventory control, or improvements in operational efficiency.
• Analyzes financial, procurement, and administrative procedures for simplification and improvement in efficiency; analyzes purchase orders to determine requirements. 
• Assists in the selection of bids for department equipment or supplies.
• Interviews applicants for employment to determine qualifications; provides information to applicants regarding City employment. 
• Prepares oral and written program evaluation reports and other sources of supplemental information in order to ensure that department and professional program standards have been adhered to; identifies problem areas, determines trends, evaluates performance, presents findings, and recommends solutions or alternatives.
• Manages the Department’s purchase card, executing all payments and purchases in compliance with strict policies and guidelines, maintaining accurate records, and submitting monthly statements for supervisory review and approval.
• Prepares travel requests for the Department, including approval documentation, reservations, registrations, travel expense reports and reimbursements.
• Conducts research. 
• Prepares and files reports on behalf of the City as assigned.
• Oversees assigned programs or projects.
• Orders office and field staff supplies; maintains inventory records.
• Enters facility work orders.
• Works with other government agencies as liaison for the City on various matters of interest to the City; meets with departments and vendors.
• Plays a significant role in administrative procurement activities of the assigned department.
• Manages sign-ups and payments for City and department events, organizes staff team-building activities.
• Performs related work as required.

EDUCATION

• Bachelor’s degree from accredited school in public administration, business administration, or a closely related field.
• Master’s degree preferred.

EXPERIENCE

• Considerable experience in one or more of the following: the analysis, planning, and development of programs, policies, operations, methods, and/or procedures as well as the evaluation of program and operation effectiveness; the development of revised administrative practices in order to meet program, policy, organizational ,or legislative change as well as  to expedite work and to effect economies of time, money, personnel, and equipment; and/or assists in the solution of administrative and management problems.
• Certifications may be required which are specific to the area of assignment or department. 
• Experience with Tyler Munis preferred.
• Experience with Kronos Time Keeping preferred.

NECESSARY SPECIAL QUALIFICATIONS

• Qualified candidates must successfully pass assessments in Microsoft Word, Excel and Keyboarding

PHYSICAL REQUIREMENTS

Physical:

• Light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials up to twenty (20) pounds. Descending and climbing stairways and extended periods of sitting and standing o may be required 

Work Environment:

• Work is performed primarily in a standard office environment. Tasks are regularly performed without exposure to adverse environmental conditions 

Sensory:

• The ability to perceive and differentiate visual cues or signals. Tasks require the ability to communicate orally and in writing

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of the principles of general management and their application to government administration.
• Knowledge of research techniques and the sources and availability of current information applicable to the area of assignment.
• Knowledge of budget preparation procedures and reporting requirements.
• Knowledge of departmental, legal, administrative, and procedural regulations.
• Knowledge of the principles and procedures of modern office administration.
• Knowledge of basic accounting and financial principles, practices, and procedures and their application to government computerized systems
• Knowledge of the use of data processing, cost accounting systems, inventory control, and City procurement procedures
• Knowledge of the principles, practices, and procedures of public personnel administration.
• Knowledge of supervisory principles, practices, and public personnel administration.
• Skill in using Office and department software.
• Ability to analyze administrative problems and make sound recommendations as to their solution.
• Ability to supervise the work of assigned employees in a manner conducive to acceptable performance and high morale.
• Ability to understand and carry out complex oral and written instructions.
• Ability to establish and maintain effective working relationships with City officials, other City departments, fellow employees, supervisors, outside agencies, and the general public.
• Ability to express ideas clearly and concisely, both verbally and in writing.
• Ability to supervise and prepare various accounting, budget and other required reports accurately and completely and on a timely basis
• Ability to prepare complete narrative and statistical reports.
• Ability to conduct appropriate interviews with prospective employees and obtain pertinent information.
• Ability to supervise and prepare various accounting, budget, and other required reports accurately and completely and on a timely basis.
• Ability to exercise judgment and discretion in devising, installing, and interpreting department rules, regulation, and procedures.
• Ability to analyze expenditures in relation to established budgets and furnish detailed information to management and supervisory personnel.
• Ability to deal with competing priorities and varied responsibilities.
• Ability to work efficiently and effectively to develop win-win solutions.

Salary : $90,637 - $128,066