Administrative Services Coordinator

Administrative Services Coordinator

Highly responsible position tasked with performing technical financial and administrative duties involving policies, practices, methods, and procedures. The Administrative Services Coordinator provides budgeting, accounting and administrative support for Hernando County Administration and its various funds. Duties are performed under direction of the Executive Office Manager.

The following statements describe the principal functions of this job and its scope of responsibility but shall not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including working in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload.

• Responsible for coordinating with the department management team in developing, modifying, and implementing the annual budget and capital improvement plan (CIP) for the Board of County Commissioners and Administration Department.
• Communicates and resolves any problems relating to purchasing, accounting, financing, and budgeting with appropriate departments.
• Prepare requisitions, change orders, check vouchers and invoices for payment approval.
• Verifies invoices & pay applications for accuracy regarding quantities, unit prices, extensions & total amount. Contacts vendors and county staff to resolve any discrepancies.
• Reviews & processes payments for Engineering & Construction Contracts through ERP finance system.
• Responsible for oversight and management of grant related accounting and reporting activities; coordinates and maintains contractual documentation for grant reporting to County, State, and participating Federal agencies.
• Prepares accounts payable information.
• Oversees P-Cards transactions for the Board of County Commissioners and Administration cardholders. Reviews and allocates visa purchases daily.
• Prepare bank deposit and journal entries as needed.
• Acts as the department records custodian. Responds to assigned requests for information in a timely manner.
• Answers telephone calls and accurately transfer customer inquiries to appropriate personnel.
• Manages and maintains scheduling for the large conference room and training room, including coordinating bookings, updating calendars, and resolving conflicts to support organizational needs.
• Serves as backup to the Executive Office Manager and Administrative Assistant III, maintaining seamless administrative operations and workflow continuity as needed.
• Performs special projects of varying complexities assigned by the Executive Office Manager and/or other management personnel.

Emergency Response County employees are required to report for work during a state of emergency and are subject to recall around the clock for emergency response operations which may include duties other than those specified in this job description. Employees may request an exemption from this requirement by submitting the appropriate exemption form, subject to review and approval.

Minimum Qualifications

• Associates degree in Accounting, Finance, Mathematics, or other closely related degree.
• Minimum of five (5) years of experience in office procedures, accounting, budgeting, record keeping, contract management and purchasing.
• Government experience preferred.
• Applicants must submit a resume and cover letter tailored to the position. Application materials must demonstrate clear, professional written communication skills.

A combination of education, training and experience may be substituted at the County's discretion.

Licenses, Certifications, or Registrations

• Must possess and maintain a valid Florida Driver's License or must obtain within 30 days of establishing residency in Florida and be insurable by current insurance carrier, or valid Florida Identification Card is acceptable only for positions not required to drive a county vehicle.
• NMIS IS-700, IS-800, ICS-100, and ICS-200 within 6 months of employment.

Required Competencies

• Knowledge of accepted accounting principles, practices, and procedures.
• Knowledge of state and local regulations related to government purchasing, contracting, and recordkeeping.
• Knowledge of standard purchasing procedures and documentation.
• Strong written and verbal communication skills.
• Knowledge of general office practices and procedures.
• Ability to work independently with minimal supervision and exercise sound judgment.
• Ability to interpret and apply laws, regulations, and policies.
• Ability to communicate effectively and professionally with customers, vendors, and colleagues.
• Proficiency in basic accounting functions, including use of a ten-key calculator and accurate data entry. Strong typing skills with speed and accuracy.

Physical Requirements/Work Environment

• Requires sitting most of the day.
• The job involves frequent lifting and carrying up to 10 pounds, and occasionally up to 20 pounds.
• The job requires frequent bending, twisting, and occasional squatting, climbing, kneeling, and balancing.
• The job requires the completion of tasks that involve simple grasping, pushing, pulling, fine manual manipulation, and typing.
• The job requires normal visual acuity and field of vision, depth perception and color vision, hearing, and speaking.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Pay Grade: 8 Salary Disclosure: Pay rates are based on policy, education, skill, experience level and internal equity.

VETERANS' PREFERENCE: Under Section 295.07, F.S., Chapter SSA-7, Hernando County BOCC provides to veterans, that preference in appointment will be given to preference-eligible applicants.

PLEASE REVIEW THE MINIMUM REQUIREMENTS ON POSTING AND COMMUNICATE HOW YOU MEET THE MINIMUM REQUIREMENTS IN YOUR APPLICATION/RESUME. MINIMUM REQUIEMENTS MUST BE MET TO BE CONSIDERED. All applications will be carefully reviewed to evaluate qualifications and overall suitability for the position. The relevance, scope, and length of related work experience, training, and education outlined in the application and resume will be considered during the screening process. Selected applicants will be contacted to participate in interviews. Candidates are encouraged to clearly document all pertinent experience, including relevant knowledge, skills, or abilities gained outside of traditional employment, in the additional information section of the application. Hernando County Board of County Commissioners (BOCC) is an Equal Opportunity Employer and does not discriminate on the basis of sex, race, color, religion, gender, orientation, national origin, age, marital status, veteran status, genetic information, pregnancy, disability, or any other protected characteristic as defined by law. Hernando County is a Drug-Free workplace. All employees are subject to drug testing in accordance with Federal and Florida State Law. Applicants requiring reasonable accommodations as defined by the Americans with Disabilities Act, must provide notification to the BOCC in advance to allow sufficient time to provide an accommodation.