Administrative Specialist-File Compliance Specialist

This position will work in the Office of Recovery and Resiliency which is responsible for the administration of CDBG-DR funding.   Primary responsibilities for this position will be to review environmental assessments for completeness and appropriateness, as well  as Section 3 and Davis-Bacon auditing and reporting for construction activities. This is a fast-paced work environment.  This position is grant funded with benefits and will conclude when the scope of the position is no longer necessary. 

This position is grant funded and will conclude when the scope of the position is no longer necessary.(Note: These are intended only as illustrations of the various type of work performed. The omission of specific duties does not exclude them from the position.)
 

• Analyzes data and makes recommendations based on analysis.
• Maintains, records, and preserves all official documents for compliance.
• Maintains a comprehensive records management system.
• Provides true and complete copies of all records requested.
• Prepares, coordinates and monitors assigned grants.
• Interprets operating policies. 
• Reviews and answers correspondence.
• Coordinates and prepares annual and operational reports. 
• Initiates projects and works independent of close supervision.
• Analyzes unit operating practices such as record keeping systems, overtime usage, forms control, personnel and budgetary requirements to create new systems or revise established procedures.
• Prepares reports including conclusions and recommendations for solutions of administrative problems.
• Performs field site visits as required for compliance activities 
• Represents division or activity head at meetings of civic organizations or County staff meetings.
• May be required to supervise subordinate staff.
• Performs special projects as directed.
• May be assigned to other county locations based upon operational needs.
• Attends work on a regular and consistent basis.
• Must adhere to federal, state, county, and local ordinances.
• Responds to emergency situations.
• Performs other duties as assigned. 

Graduation from high school or possession of GED and six (6) years of 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. 

A comparable amount of education, training and experience may be substituted for the minimum requirements.

Must possess a valid driver’s license at time of hire.

Must obtain a valid Florida driver’s license within 30 days of hire and maintain thereafter. 

The preferred candidate, having met the requirements, will have knowledge of federal grant compliance, including Davis-Bacon Act, Section 3 Compliance, and HUD environmental standards preferred.

• Knowledge of principles of management.  
• Knowledge of internal and office systems analysis. 
• Knowledge of effective supervisory practices and procedures. 
• Knowledge of office and performance analysis. 
• Knowledge of division policies and procedures.
• Familiarity with grant funded construction projects.
• Ability to analyze contracts, payroll records and project documentation to ensure program compliance.
• 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 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

Physical Demands: Sedentary work. Ability to see.  Ability to lift 10 pounds, carry, push, pull, handle, climb, crouch/kneel, reach; finger dexterity. Depending on assignment: Visual acuity (peripheral vision and depth perception) necessary to operate a motorized vehicle.

Environmental Demands: Both inside and outside work, including visits to active construction job sites. Exposure to inclement weather, including humidity, heat, rain, cold, dust, mildew, noise, and sun. Exposure to fresh and salt water, chemicals, mud, insects, toxic plants, snakes, and salt air. May be exposed to odors and toxic fumes.

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.