Administrative Coordinator
: Job Details :

The Broward County Board of County Commissioners is seeking qualified candidates for an Administrative Coordinator in our Risk Management Division.

Specifically: This position provides administrative support to the Risk Management Division (RMD) Director and completes administrative tasks that supports the sections in the role of Payroll Liaison, Legistar Coordinator, Human Resources Coordinator, P-Card Coordinator, Travel Coordinator, Public Records Request Coordinator, and FMLA Coordinator. Performs quality assurance for section managers and employees for their activities related to these functions, to ensure adherence to policies and deadlines. Position shares responsibility for answering phones with the Senior Administrative Officer and Administrative Specialist and provides information for caller inquiries based on knowledge of office operations. Incumbent is responsible for receiving and fulfilling all incoming Public Record Requests for RMD and ensuring RMD adherence to PRR program guidelines. Position provides commission meeting agenda support for the Director and attends and creates minutes for high level meetings. Position performs in PeopleSoft, prepares receivers, and completes P-Card transactions. Tracks agency performance to goal for enterprise-wide directives, such as EOC credentialing and required training. Positions solicits, receives, and prepares enterprise-wide reports in response to program requirements, such as annual audits, CARF requirements, CAPP updates and the Owner Controlled Insurance Program (OCIP). Maintains and updates email databases in Excel and Outlook for RMD and enterprise-wide communications, both internal and external. Position completes basic design jobs using templates such as PowerPoint and Excel and gathers, formats and posts documents on RMD's and FASD's share drive. Position has emergency responsibilities in Claims and Compensation Unit in the event of activations of the Emergency Operations Center. This position requires experience in handling and transmitting Confidential materials such as HIPAA, PII, PHI, claims and personnel actions.

General Description

Performs administrative work assisting in the coordination and administration of business operations and functions.

Works under general supervision, independently developing work methods and sequences.

Minimum Education and Experience Requirements

Requires an associate's degree from an accredited college or university with major coursework in business or public administration or closely related field.

(One year of relevant experience may be substituted for each year of required education.)

Requires four (4) years in staff administration, management, and organization or closely related experience including six (6) months lead work/supervisory experience depending on area of assignment.

Preferences

* Intermediate skill level in Microsoft Office, including Word, Excel and PowerPoint.

* Customer Service Professional certification.

* Basic knowledge of Sharepoint.

* Previous experience as an Agency Public Record Request Coordinator.

* Previous experience as an Agency Purchasing Coordinator with knowledge of PeopleSoft.

The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the job as necessary.

Coordinates the business operations functions of a County division, section or unit; may supervise clerical and specially assigned technical staff engaged in a wide variety of secretarial, clerical, bookkeeping and technical functions; assigns and reviews work of subordinates and/or specially assigned project personnel.

Coordinates the activities of a program or project which has operational responsibility of considerable scope; assists in the development of project procedures and schedules; prepares project reports and related data.

Reviews state of accounts and records, and assists in preparing oral, written and statistical reports; provides professional level staff assistance to an administrative superior, division or department head in specially assigned areas of operation; assists and advises on matters pertaining to programs or projects assigned.

Responsible for maintenance of project records and documentation; facilitates the accomplishment of work through providing, obtaining and coordinating a variety of services.

Acts as administrative liaison among various County operational and administrative functions related to an assigned program or project; interprets and explains policy regulations and operating procedures.

Performs related work as assigned.

Physical Demands

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs light work that involves walking or standing most of the time and involves exerting up to 20 pounds of force on a regular and recurring basis, or skill, adeptness and speed in the use of fingers, hands or limbs on repetitive operation of electronic office equipment within moderate tolerances or limits of accuracy.

Unavoidable Hazards (Work Environment)

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

None.

Competencies

* Tech Savvy

Anticipates and adopts innovations in business-building digital and technology applications. Investigates technologies to learn some cutting-edge best practices. Uses digital/social media to benefit the team and add value to the work being done; understands how to avoid misuse of these tools.

* Manages Complexity

Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. Looks at complex issues from multiple angles; explores issues to uncover underlying issues and root causes; sees the main consequences and implications of different options.

* Decision Quality

Makes good and timely decisions that keep the organization moving forward. Seeks coaching from others to address routine problems; learns to handle these issues effectively. Bases decisions and actions on relevant rules and procedures.

* Directs Work

Provides direction, delegating, and removing obstacles to get work done. Confirms mutual agreement on accountabilities, fostering strong coordination and minimizing duplicated efforts. Communicates delays or problems early so others can manage their own work schedules effectively.

* Plans and Aligns

Plans and prioritizes work to meet commitments aligned with organizational goals. Outlines clear plans that put actions in a logical sequence; conveys some time frames. Aligns own work with relevant workgroups. Takes some steps to reduce bottlenecks and speed up the work.

* Optimizes Work Processes

Knows the most effective and efficient processes to get things done, with a focus on continuous improvement. Generally follows defined and communicated standards, methods, and procedures. Seeks advice and finds ways to work better within processes. Makes some reasonable suggestions to improve work methods.

* Ensures Accountability

Holds self and others accountable to meet commitments. Tracks performance and strives to remain effective, learning from both successes and failures. Readily takes on challenges or difficult tasks and has reputation for delivering on commitments.

* Communicates Effectively

Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences. Listens attentively and takes an interest. Keeps others well informed; conveys information clearly, concisely, and professionally when speaking or writing.

County Core Values

All Broward County employees strive to demonstrate the County's four core behavioral competencies.

* Collaborates: Building partnerships and working collaboratively with others to meet shared objectives.

* Customer focus: Building strong customer relationships and delivering customer-centric solutions.

* Instills trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity.

* Values differences: Recognizing the value that different perspectives and cultures bring to an organization.

Americans with Disabilities Act (ADA) Compliance

Broward County is an Equal Opportunity Employer committed to inclusion. Broward County is committed to providing equal opportunity and reasonable accommodations to qualified persons with disabilities. We support the hiring of people with disabilities; therefore, if you require assistance due to a disability, please contact the Professional Standards Section in advance at 954-###-#### or email ...@broward.org to make an accommodation request.

Emergency Management Responsibilities

Note: During emergency conditions, all County employees are automatically considered emergency service workers. County employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation and are expected to perform emergency service duties, as assigned.

County-wide Employee Responsibilities

All Broward County employees must serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Broward County's Employee Code of Ethics, gift, and conflict of interest policies.

All Broward County employees must establish and maintain effective working relationships with the general public, co-workers, elected and appointed officials and members of diverse cultural and linguistic backgrounds, regardless of race, color, religion, sex, national origin, age, disability, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression.