NCS Administrative Office Coordinator

Job Posting

This is an administrative support position to the Neighborhood & Community Services Business Operations Administrator. This work involves advanced office management and coordination of services. This is an administrative position of moderate complexity requiring strong organizational skills to coordinate, oversee and monitor a wide variety of procurement contracts and agreements, professional and technical services agreements, memoranda of understanding and similar documents ranging from routine to complex. This work involves monitoring contract processing procedures and activities, reviewing contract requests and proposals. Work is performed under the supervision of the Business Operations Administrator.

The following duties are normal for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Answer telephones and assist with inquiries.
• Assists with coordinating budget preparation for the department which includes developing and coordinating budget preparation, schedules and assisting the department to ensure timely completion of the annual budget.
• Track expenditures for operating budgets for training and supply budgets for various divisions to ensure compliance with budgetary limits. Perform intermediate technical entries for authorized budget transfers.
• Organizing documentation for upcoming meetings
• Assists with preparation of department policies and procedures
• Assists with employee and divisional processes and employee manuals
• Conducts research on bench marking with partners and other cities for better practices
• Assists with public records requests; performs research and retrieval of records.
• Assists with the preparation and maintenance of department records.
• Work collaboratively with internal departments to plan and anticipate contract timeline milestones and deliverables.
• Enter invoices into Tyler New World and create check requests when applicable.
• Assist in preparing Accomplishment Reports.
• Acts as back up for payroll entry, invoice entry and departmental credit card reconciliation for departmental expenditures.
• Participation required in Emergency Management i.e. Damage Assessment Team.
• Performs all functions and responsibilities according to the Palm Beach County Commission on Ethics Code of Ethics.
• Fosters positive employee relations and employee morale on a City-wide basis.

Graduation from an accredited two-year college with an Associate degree in Accounting, Economics or Business Administration. Three (3) years or more experience in budgeting and / or moderately complex accounting work, or a High School Diploma or GED certificate and five (5) years or more of verifiable work experience involving staff assistance and advanced clerical support. Must have a State of Florida Notary Public or acquire one within one (1) year of employment. Knowledge of office practices and procedures. Ability to understand and follow oral and written instruction. Ability to make arithmetic computations and tabulations accurately and with reasonable speed. Skill in typing accurately. Skill in the use of data input equipment. Ability to work on projects independently. Ability to follow written and verbal directives. Conduct research for best practices. Skill at interpersonal relationships. Knowledge of business English, spelling and punctuation, to prepare documents and compose letters, etc. Knowledge of the Department's and City's policies, procedures, practices and codes. Ability to operate a PC, keyboard, computer or mouse. Ability to analyze a variety of administrative problems and to make sound recommendations. Ability to schedule clerical staff. Ability to manage and prioritize routine, specialized and complex assignments and problems utilizing knowledge acquired through prior education, training, and experience. Ability to communicate effectively in oral and written form. Ability to adapt to an evolving and continually improving environment. Requires demonstrated ability to utilize personal computer and office software such as MS Word, MS Excel, MS Outlook and MS PowerPoint.

The abilities expected of all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies, be appropriately groomed and attired so as to present a professional image in accordance with the organization's mission, goals, and policies; report for work promptly and properly prepared at the time and place required by the assignment or orders; notify the appropriate supervisor of intended absences in accordance with stated rules; conform with standards and rules regarding use of accrued time; demonstrate a polite, helpful and courteous manner when engaged in any activity with the public; operate and care for equipment to manufacturer's specifications and / or within the specified parameters; demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel, or operate objects, tools, or controls, and reach with both hands and arms. The employee is occasionally required to walk, kneel, bend, stoop and stand. The employee must occasionally lift and / or move up to 15 lbs. Specific vision abilities required by this job include close vision and the ability to adjust focus. Ability to sit at a desk and view a display screen for extended periods. Work inside in an office environment.