DescriptionUnder limited supervision, performs a variety of highly complex and specialized administrative/accounting and technical work to ensure the effectiveness and efficiency of office operations. Assists with and/or plans, organizes and directs the work of personnel engaged in the routine operation of the Public Works Department and underlying Departments/Divisions. Supervises and reviews the work of clerical personnel.
Examples of Duties- Provides routine to complex administrative support to the Department, such as initiating, composing and preparing various reports and correspondence; researching and compiling information and data for reports; managerial decision-making; establishing and maintaining complex filing/records retention systems; maintaining databases; maintaining inventory of supplies and equipment; maintaining insurance on vehicles/equipment, etc.
- Composes, types, prepares, processes, files, copies and/or transmits a variety of documents, including but not limited to correspondence, daily reports, budget documents, deposit tickets, various summaries, financial reports, technical reports, payroll documents, graphs, charts, applications, spreadsheets, personnel forms, reports required by regulatory agencies and the County, equipment maintenance reports, memos, logs, lists, etc.
- Reviews reports and records prepared by subordinate clerical staff; makes corrections as necessary.
- Receives, reviews, prepares and/or submits various records and reports including accident/incident reports, schedules, invoices, vehicle maintenance, purchase requisitions and performance appraisals.
- Manages Department personnel functions, including but not limited to processing payroll; tracking time worked/leave taken; preparing position requests and employee transmittals; maintaining employee records, etc.
- Prepares and maintains the department/project budgets. Coordinates year-end closing procedures and processes reimbursements.
- Oversees and participates in the preparation and maintenance of Department financial records; prepares and conducts bank deposits; prepares invoices for payment, requisitions, budget transfers, check requests, travel vouchers, etc.; coordinates year-end closing procedures; investigates returned checks; processes reimbursements; prepares various financial statements and reports, etc.
- Answers the telephone; provides information as requested and/or forwards calls to appropriate staff person; takes messages as needed.
- Greets and assists office visitors.
- Manages the preparation and tracking of files for all projects, grants and/or related projects.
- Responds to urgent telephone requests and directs to department employees as necessary.
- Makes recommendations to the Department/Division Director regarding departmental policies, procedures, goals and objectives.
- May assist in managing annual contract and rental agreements for service.
- Maintains and updates department and operational databases as necessary.
- Assembles all 3rd party billing through contractual services.
- Prepares and processes department budget transfers.
- Maintains work order data base and all functional applications.
- Maintains 3rd party service records utilizing spreadsheets for all services.
- Maintains department websites as required.
- Manages department annual inventory.
- Maintains project updates required by the County Managers Office and BOCC.
- Coordinates Department/Division administration.
- Performs a variety of routine clerical duties as required, which may include but are not limited to copying and filing documents, retrieving archived documents, sending and receiving faxes, entering computer data, processing daily mail, ordering office supplies, etc.
- Supervises the work of subordinate personnel; supervisory duties include instructing; planning; assigning and reviewing work of others; maintaining standards; coordinating activities; allocating personnel; selecting new employees; acting on employee problems; recommending employee discipline and discharge; reviews the work of subordinates for completeness and accuracy; evaluates performance and makes recommendations as appropriate; offers training, advice and assistance as needed.
- Coordinates special projects as assigned.
- Receives and responds to inquiries, requests for assistance and/or complaints from County employees, outside agencies and the public.
- Interacts and communicates with various groups and individuals such as the immediate supervisor, subordinates, co-workers, County personnel, Board of Commissioners, news media, consultants, various other Government agencies, vendors and the general public.
- Operates a variety of equipment, which may include a computer, typewriter, fax machine, copier, recording equipment, telephone, calculator, etc.
- May operate a vehicle and run errands as needed.
- Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides adequate notice to higher management with respect to vacation time and leave requests.
- Performs related duties as required.
(These essential functions are not a complete statement of all duties required of the job. Employees will be required to perform such other related job duties as may be assigned or required.)
Typical QualificationsRequires an Associate’s Degree in Business Administration, Management, Accounting or related field supplemented by six (6) years of responsible accounting and/or administrative work experience, some of which has been in a managerial or supervisory capacity or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. May require a valid State Driver’s License.
Supplemental Information- Knowledge of the methods, policies and procedures of the Department and County as they pertain to the performance of duties of the Administrative Coordinator.
- Knowledge in the laws, ordinances, standards and regulations pertaining to the specific duties and responsibilities of the position.
- Knowledge of the organization of the County and of related departments and agencies.
- Ability to comprehend, interpret and apply regulations, procedures and related information.
- Skilled in administrative, accounting, organizational, interpersonal and clerical areas.
- Knowledge of modern office practices and technology.
- Knowledge of proper English usage, vocabulary, punctuation, spelling and grammar.
- Ability to use a computer for word and data processing.
- Ability to type accurately at a rate sufficient for the successful performance of assigned duties.
- Ability to operate and maintain a variety of office equipment as necessary in the performance of daily activities.
- Skilled in the research and compilation of relevant data for reporting and decision-making purposes.
- Ability to assemble and analyze information and prepare reports and records in a concise, clear and effective manner.
- Ability to independently compose reports and correspondence.
- Ability to read and interpret complex materials pertaining to the responsibilities of the job.
- Ability to maintain confidentiality as required.
- Ability to perform required mathematical calculations.
- Ability to compile, organize and utilize various financial information necessary in the preparation of the Departmental budget and knows how to prepare and monitor the budget.
- Ability to take the initiative to complete the duties of the position without the need of direct supervision.
- Ability to use independent judgment in performing routine and non-routine tasks.
- Ability to plan, organize and prioritize daily assignments and work activities.
- Ability to perform duties in a courteous manner and with the utmost integrity in the best interest of the public.
- Ability to apply supervisory and managerial concepts and principles; has knowledge of administrative principles involved in developing, directing and supervising various programs and related activities.
- Ability to offer instruction and advice to subordinates regarding departmental policies, methods and regulations.
- Ability to perform employee evaluations and to make recommendations based on results.
- Ability to offer training and assistance to co-workers and employees of other departments as required.
- Ability to learn and utilize new skills and information to improve job performance and efficiency.
- Ability to work under stressful conditions as required.
Essential Physical Skills:- Tasks require extended periods of time at a keyboard or workstation.
- Stooping
- Kneeling
- Bending
- Crouching
- Reaching
- Standing
- Walking
- Lifting and carrying up to 10 lbs.
- Pushing and pulling
- Climbing on ladders, on steps or on the ground
(Reasonable accommodations will be made for otherwise qualified individuals with a disability)
Work Environment:- Works inside in an office environment.
ADDITIONAL INFORMATION: Incomplete applications will not be considered. Applications will continue to be received until the listed closing date or the position is filled, whichever is earliest. Submission of an application does not guarantee the applicant an interview. Applicants will be subject to a criminal background check.
Nassau County is an Equal Opportunity Employer and a Drug Free Workplace. Nassau County values the service veterans and their family members have given to our country and that the County supports the hiring of returning service members, military spouses, and their family members as such this position is eligible for Veterans’ Preference in accordance with applicable laws.
The information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, environmental conditions, or qualifications required of employees assigned to this position. This position may be required to work in a safety sensitive capacity at any time based on emergency declaration or other operational need. Nassau County reserves the right to edit or re-write this job description at any time.
An organization is only as good as the people it employs. To attract and retain the best team possible, the
Nassau County Board of County Commissionersoffers a competitive benefit program. We believe that if we expect our employees to support the County, we must first support the health and financial well-being of our employees and their families, now and as they plan for their future.
BOCC-Contributed Benefits - Medical & Prescription Drugs Benefits
- Health Savings Account (HSA) Contributions with a Qualified Plan
- Florida Retirement System
- Employee Assistance Program
- Tuition Assistance Program
Optional Benefits - Dental
- Vision
- Life & AD&D
- Supplemental & Dependent Life & AD&D Insurance
- Long Term Disability
- Voluntary Benefits Offered By Aflac and/or Colonial
- 457(b) Deferred Compensation Program
- Roth IRA
NOTE: For detailed information regarding available benefits click here.
FLORIDA RETIREMENT SYSTEM (FRS)The Florida Retirement System is a retirement plan designed to provide an income to a vested employee and his/her family when the employee retires, becomes partially or totally disabled, or dies prior to retirement. A defined benefit or defined contribution option may be chosen by the employee. Employees are required to contribute 3% of their salary per Florida Statute.
TUITION ASSISTANCE PROGRAMThe County may provide tuition assistance to cover the cost of tuition and books to County employees requesting tuition reimbursement for courses at an accredited college or university which are applicable to the employee's field of work and/or are of such nature to directly prepare employees for positions of greater responsibility within the County. Contact the Human Resources Office for additional details.
HOLIDAYSThe following, as well as any other days the BOCC may declare, are designated as official holidays for County Employees:
New Year's Day
Martin Luther King, Jr. Day
Presidents Day
Good Friday
Memorial Day
Juneteenth
Independence Day
Labor Day
Veterans Day
Thanksgiving Day
The Day After Thanksgiving
Christmas Eve
Christmas Day
PTO LEAVE All full-time employees shall accrue Paid Time Off (PTO) Leave in accordance with the following formula:
Years of Employment Hours Per Year 0 through the end of the 4th year 180
5 years through the end of the 10th year 200
11 years through the end of the 15th year 220
16 years and over 240
For additional information please view Nassau County's Policies & Procedures .
