Job Title

Job Family

Job Code

Job Exempt

Administrative Specialist - COS

Non_Bargaining

AAM54

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

NB110

Hourly

$27.95

$35.65

$43.34

Job Description

Performs responsible, supervisory, and office/staff work assisting the Chief Financial Officer in technical and administrative matters. An employee assigned to this classification coordinates departmental budget development and administration; does accounting, purchasing, and supervisory work directing the activities of clerical functions within the Department. Duties include: conducting studies and special research projects; explaining policies and procedures; and investigating complaints and recommending solutions to operational and/or administrative problems. This position involves work that is complicated with varied procedures and/or work methods that permit initiative and independent judgment. Work is performed under general supervision of the Chief Financial Officer and is reviewed through evaluation of reports submitted, conferences, and results achieved.

Minimum Qualifications:

Associate's Degree or Technical Certificate and two (2) years administrative experience, with responsibility for conducting research, monitoring and maintaining complex financial records, budget preparation, and handling complaints; or an equivalent combination of education, training, and experience. Must type 40 wpm and possess a valid Florida Driver's License.

Responsibilities

EXAMPLES OF WORK PERFORMED:

Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.

Coordinates and assigns work of clerical staff to ensure workload is evenly distributed; monitors work through direct observation and quality control audits.

Trains clerical staff in office procedures and use of all equipment; informs staff of policy and procedure changes; provides technical assistance; and reviews work for completeness and compliance with established guidelines.

Compiles information and prepares reports as required.

Assists in budget preparation; monitors expenditures; prepares various reports; and consults with accounting, budget, or purchasing personnel to resolve problems with invoices, budget transfers, requisitions, and related issues.

Acquires information; compiles quarterly reports; and prepares and/or reviews related reports and documents.

Requisitions supplies and equipment for a large department having diverse inventory; verifies accuracy of statements and invoices. May monitor and maintain expenditure records.

Confers, in person or by telephone, with persons requesting service or making complaints; conducts or directs necessary research; and recommends appropriate action.

Resolves problems or answers inquiries.

Explains functions and services of the Department; answers difficult inquiries and customer complaints in addition to collecting, preparing, and printing of informative material relating to services provided.

Assists the Chief Financial Officer and Deputy Chief Financial Officer (2) and acts with delegated authority as assigned.

Studies operations and consults with supervisory personnel on methods to improve programs, methods, and services.

Develops internal operating procedures.

Attends various meetings as a representative of the Department and/or CFO.

Participates in the selection, training, counseling, evaluation, and/or discipline of employees; explains policies and procedures to personnel; prepares departmental payroll; and maintains contracts for the Office of Business and Financial Services.

Conducts research for special studies and projects; collects and analyzes data; and provides recommendations regarding the appropriate course of action to solve problems and/or development of new programs.

Maintains, appraises, classifies, and determines importance of records; implements retention policies for the files of the Department.

Operates computer terminal and other office equipment.

Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of policies, procedures, and practices of assigned area.

Knowledge of basic accounting principles and practices.

Knowledge of budget development and administration and office practices and procedures.

Knowledge of Business English, spelling, and arithmetic.

Knowledge of Codes and regulations of assigned area.

Skilled in the use of personal computer, related office equipment, and software/programs.

Ability to communicate effectively, both orally and in writing.

Ability to conduct research, analyze, interpret and report findings, and to make valid conclusions and recommendations.

Ability to establish and maintain effective relationships with employees and the public.

Ability to compile data and develop written reports.

Ability to organize and coordinate various activities frequently with stringent deadlines.

Ability to plan and supervise the work of others.

Ability to understand and follow complex written and verbal instructions.

ADDITIONAL QUALIFICATIONS FOR PROMOTION: N/A.