Administrative Coordinator

Administrative Support Supervisor

This position is located in the Internal Affairs / Professional Compliance division.

Minimum Requirements :

Must be a current BSO employee who has successfully completed their probationary period by the listed closing date.

Associate's degree preferred.

Three (3) years progressively responsible experience in an administrative support function, including at least one (1) year in a supervisory capacity.

Experience in the use of computer word processing, spreadsheet, and database software for the maintenance of files and documents, and generating of reports, memos, and documents of general or confidential nature.

Demonstrated ability to enter payroll and purchase orders into a personnel / payroll system; PeopleSoft experience preferred.

Demonstrated ability in organizing own work, coordinating projects, setting priorities, meeting deadlines and following up on assignments with minimum direction.

Demonstrated proficiency in Microsoft Office, Word and Excel, Adobe Acrobat, and PowerPoint.

Experience should include extensive customer service contact work, strong oral and written communication skills.

Possess and maintain a valid Florida driver's license throughout employment without any restrictions which affect job performance.

An equivalent combination of education and experience may substitute for noted requirements. Such experience must be clearly documented in the initial application for consideration.

Special Requirements : Requires FCIC / NCIC Certification if applicable to the assigned functional unit.

Nature of Work :

Under administrative direction, the purpose of this position is to supervise and coordinate administrative support tasks for an assigned unit of the Broward Sheriff's Office. Employees in this classification manage and coordinate quality assurance for all facets of unit operations. Work includes overseeing unit functions of review and analysis of calls received, data entry, record and file maintenance, file retention and retrieval, special projects, and confidentiality of work processed. Position evaluates unit operations for the purpose of providing recommendation for improved effectiveness and efficiency. Incumbents perform duties as outlined herein according to unit of assignment. Performs related work as directed.

Essential Functions / Physical Requirements :

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position. Provides supervision and coordination for administrative support functions of the assigned unit. Ensures quality assurance through overseeing data entry, file maintenance, file retention and retrieval, and confidentiality of processed work. Assists unit personnel with case / file maintenance, information retrieval, and related tasks as needed. Compiles data and prepares various statistical and informational records and reports for management review; maintains unit fiscal records, performs monthly / annual reconciliation, prepares and submits budget and purchase requests, and reviews / approves supply requisitions. Oversees archiving / purging of all unit records and files in accordance with applicable regulatory standards; functions as unit records custodian; includes appearing in court as required. Coordinates the agency's mandatory and salary incentive training and development courses and billing functions, to include determining appropriate training materials and required updates. Coordinates preparation and assembly of materials, as applicable to assigned unit, i.e., case documentation and updates, legal forms, subpoenas, course / training data and workbooks. Oversees case filing and tracking for the purpose of ensuring cases are forwarded as per established policies and procedures. Receives and responds to general information requests concerning activities of the assigned unit; reviews public records requests prior to information dissemination. Coordinates / verifies employee leave requests, overtime, scheduling, vacation time, and payroll data reconciliation. Maintains the efficiency of the department ensuring sufficient office supply levels and operation of equipment. Ensures compliance with all regulatory policies, procedures and standards in the maintenance of bureau records. Coordinates the department's distribution of policies or Standard Operating Procedures; communicates the same to employees on behalf of the director. Reviews all documentation submitted for accuracy, completeness, and proper signature prior to submission for departmental signature. Prepares and processes purchase orders within authorized established threshold for office supplies, equipment, printing, and advertising. Maintains records by entering data into the agency wide personnel / payroll system to include : payroll, purchase requisitions, invoices, and position requests Operates various office equipment, i.e., computer terminals, printers, scanners, copy machines, telephone systems, facsimile machines. Creates forms, documents, and related print materials for unit use; prints, copies, distributes and files reports, lists, and related unit documentation. Assists in development, implementation and updating of policies and procedures relating to unit functions. Receives, screens, sorts, and distributes mail and telephone calls; receives / assists walk-in persons; provides personal assistance or directs to appropriate entity. Interacts with various outside departments in obtaining and relaying information applicable to unit needs, i.e., legal, finance, purchasing. Performs related duties as directed. Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and / or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. Work is performed in usual office conditions with rare exposure to disagreeable environmental factors.

Recruitment Information :

Applicants who qualify will be subject to an extensive selection process and screening program, which may include, but not be limited to evaluation of training and experience; written test; computer based test; interview; polygraph examination; psychological evaluation; employment record, fingerprint and background check; medical examination; and drug screen. The expected duration of the selection process varies by position and could last 10 to 12 weeks. Reapplication will be determined on a case-by-case basis.

BSO is an equal opportunity employer and does not discriminate on the basis of age, citizenship status, color, disability, marital status, national origin, race, religion, sex, or sexual orientation. Veterans' preference per Florida law.