Senior Administrative Assistant - Office Coordinator

• Performs a variety of complex administrative, clerical, and financial functions to support Division operations.
• Acts as the Division’s database liaison for specialized software systems.
• Prepares, monitors, and reviews annual budgets and financial reports using the County Financial Management System; serves as system approver.
• Manages standard requests, purchase orders, and delivery orders ensuring accurate documentation and timely submission.
• Entrusted with access to Division purchasing card, responsible for authorized transactions and reconciliations.
• Oversees collection and deposit of funds; prepares and distributes billing for contracted partners.
• Coordinates filling vacancies with Human Resources, enters changes into County Human Resource Management system, and manages NeoGov requisitions.
• Prepares case cost affidavits and tracks expenditures for legal proceedings; attends court as requested and reconciles/tracks citation invoices.
• Prepares and distributes agenda items, packets, and Council-approved documents; ensures timely submission and stakeholder follow-up.
• Maintains confidentiality and handles sensitive information with discretion.
• Coordinates with internal and external government entities to support Division goals with professionalism and strong customer service.
• Leads or assists with Division projects, procedures, and productivity improvements as designated.
• Compiles statistical and analytical reports for forecasting and decision-making.
• Develops and implements administrative systems, forms, and procedures as needed.
• May serve as a project or program manager, overseeing initiatives critical to Division success.
• Adheres to all Federal, State, County, and local ordinances and policies.
• Capable of working independently with minimal supervision; may be assigned to alternate locations as needed.
• Attends work consistently and responds to emergency situations as required.
• Performs other duties as assigned.

Four (4) years of progressively responsible executive administrative, accounting, or data analytics experience. May be required to demonstrate keyboarding and basic Microsoft Office Suite skills.

 OR

Bachelor’s degree in business administration, Accounting, Public Administration, or a related field. 

OR 

Associate’s degree and two (2) years of progressively responsible executive administrative, accounting, or data analytics experience. 

A comparable amount of experience, training or education may be substituted for the minimum requirements.

Must possess and maintain a valid driver's license at time of hire. 

Must possess a valid Florida driver's license within 30 days of hire and maintain thereafter. 

Training/Certifications:

• NIMS-ICS 100, 200, 700, 800 within one (1) year of appointment
• Notary of the public within one (1) year of appointment

The preferred candidate, having met the minimum requirements, will have experience and knowledge of animal behavior, veterinary terminology, as well as overseeing programs, and project management.

• Knowledge of the principles of management and their application to the administration of governmental affairs.
• Knowledge of area of assignment, including trends and concerns.
• Knowledge of research and report writing techniques.
• Knowledge of basic accounting principles and procedures.
• Ability to initiate and install administrative programs and procedures and to evaluate their effectiveness.
• Ability to meet and deal effectively and respectfully with the public and employees.
• Ability to supervise the work of other employees.
• Ability to communicate effectively both orally and in writing.
• Ability to establish effective working relationships.
• Ability to work under stressful conditions.
• Must be able to relocate to other county locations based upon operational needs.

Physical Demands: Medium work. Ability to talk, stand, walk, hear, and see. Visual acuity (peripheral vision, depth perception) necessary to read, write, and use the computer. Ability to look at a computer screen for long periods. Finger dexterity, handle/hold. Ability to balance, reach, kneel/crouch, bend, stoop, and reach. Ability to lift, push, pull and/or carry a minimum of 25 pounds.

Environmental Demands: Inside work. Some outside work when needed. May handle animals. May have exposure to inclement weather (heat/cold/rain/humidity, etc.), animal parts/bodily fluids, noise/vibrations, fumes/odors, toxic chemicals, etc.

Mental Demands: Ability to read and comprehend technical and professional journals and manuals; financial reports, letters, memos, abstracts, instructions; legal documents, ordinances, and statutes. Ability to perform general mathematical functions. Ability to write reports, financial reports, memos, letters, instructions, and procedures. Ability to speak publicly; conversant in theory and practices of discipline; persuasive speaking. Ability to analyze data and develop conclusions. Ability to identify and resolve problems.

Salary : $21 - $30