What are the responsibilities and job description for the Project Administrator - Finance Systems & Project Management position at Clerk of the Circuit Court & Comptroller, Palm Beach County?
CApplicants must reside in the State of Florida. Out-of-state candidates will not be considered. If you are planning to relocate to Florida within the next 90 days, please indicate this in the “Reason for Leaving” section for your most recent employer to be considered.
Are you a detail-oriented, organized, and proactive professional looking to make a meaningful impact in your community? Join our team at the Clerk of the Circuit Court & Comptroller and help support initiatives that strengthen public services, modernize operations, and enhance the experience of the residents we serve.
About the Role
As a Project Administrator, you will play a key role in coordinating, tracking, and supporting projects across the organization. You’ll assist project managers, department leaders, and cross-functional teams to ensure projects are delivered on time, within scope, and with exceptional quality. This role is perfect for someone who thrives in a structured environment, enjoys problem-solving, and is motivated by improving processes that benefit the public.
What You’ll Do
• Support day-to-day project administration, documentation, scheduling, and task coordination
• Assist with project budgeting, reporting, and progress tracking
• Prepare meeting agendas, presentations, and project materials
• Monitor timelines, deliverables, and stakeholder communications
• Help identify project risks, issues, and opportunities for improvement
• Collaborate with internal departments and external partners to keep projects moving forward
What We’re Looking For
• Strong organizational and multitasking skills
• Excellent written and verbal communication abilities
• Proficiency in standard office software and project management tools
• Ability to work independently while supporting multiple teams
• A commitment to professionalism, confidentiality, and public service
• Experience in project administration, coordination, or office operations is preferred
Examples of Essential Functions:
Delivers project objectives on-time and on-budget with high quality (may be a system or a set of new functions) through effective management of project resources; defines business drivers/imperatives, testing plans, project components, objectives, deliverables, and timeline; tracks project milestones and deliverables; identifies and mitigates risks.
Develops and delivers progress reports, proposals, requirements documentation, testing plans and documentation, and presentations; provides high-level detailed status briefings to all levels of management; coordinates submission/presentation of weekly status reports to senior management.
Conducts project planning and implementation; monitors status of projects in relation to projected timetable; estimates timetable and presents project status updates to management; identifies problem trends and areas for improvement.
Prioritizes and coordinates projects including cross-functional projects; actively participates and/or leads team in the accurate and timely completion of tasks and assignments.
Assists with complex problem solving; provides input, guidance, training and business expertise.
Coordinates and participates in problem resolution, particularly when the problem involves mission-critical areas.
Acts as subject matter expert to system users by relating business/functional requirements to system capabilities; acts as a functional technical coordinator for large projects; performs as liaison to internal and external customers as necessary, which may include county agencies and judicial partners.
Performs systems research, logic designs and minor programming; prepares system flow diagrams; develops record layouts; designs forms and specifications; develops system procedures; prepares computer programs; designs system enhancements.
Collects and analyzes the project’s business and training requirements and prepares accurate and detailed functional requirements specification documents, and user interface guides; conducts automation process mining and prepares process design documentation.
Assists in new systems and/or system upgrade evaluation, planning, deployment, and support.
Coordinates business units/groups responsible for testing, validating, and evaluating new or upgraded applications and functions, to determine issues in services and software; assists business units/groups in the design and execution of test scripts and scenarios.
Typical Qualifications:
Bachelor’s degree in Information Technology, Computer Science, Business Analysis, Instructional Design or related field, supplemented by five (5) years of recent and relevant experience in project management required, as outlined below. Additional experience is accepted as a minimum in lieu of the postsecondary degree on the following basis: additional four (4) years in lieu of the bachelor’s degree, and additional two (2) years in lieu of an associate degree. Must have strong written and oral communication skills, and leadership experience.
Experience and working knowledge of ERP Systems such as CGI Advantage and Enterprise Content Management systems such as OnBase, and any other supplemental or support software utilized or integrated within these systems, if assigned to the Finance division. Must have experience with the Microsoft Enterprise including Project, Visio, Excel, Word and PowerPoint.
Experience and working knowledge of intelligent automation technologies involving Robotic Process Automation and Artificial Intelligence. Project Management certification preferred.