Special Projects Coordinator

Special Projects Coordinator - (2100012G)

Hillsborough County will require all applicants to be fully vaccinated. Applicants who onboard on or after August 30 must provide proof of being “fully” vaccinated which is 2 full weeks after final vaccination shot. Job Overview This position is responsible for a wide range of administrative duties with supervisory responsibility associated with coordinating project activities for procurement, Parks’ subsystem (RecTrac), and fleet responsibilities for Parks and Recreation. Core Competencies

• Customer Commitment - Proactively seeks to understand the needs of the customers and provide the highest standards of service.
• Dedication to Professionalism and Integrity - Demonstrates and promotes fair, honest, professional and ethical behaviors that establishes trust throughout the organization and with the public we serve.
• Organizational Excellence - Takes ownership for excellence through one's personal effectiveness and dedication to the continuous improvement of our operations.
• Success through Teamwork - Collaborates and builds partnerships through trust and the open exchange of diverse ideas and perspectives to achieve organizational goals.

Minimum Qualifications

• Bachelor's Degree in Business, Finance, or computer related field; AND
• 3-5 years of experience related to the position duties;

OR

• An equivalent combination of education (not less than a high school diploma/GED), training and experience that would reasonably be expected to provide the job related competencies noted below. (For education and experience only, does not include legally required Licenses or Certifications); AND
• Possession of a valid Florida Driver's License.

Duties and Responsibilities Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform one or more of the activities described below:

• Creates requisitions for department Procurement contracts implemented. Assumes existing and implements improvement to the department's purchasing tracking system. Creates and reviews monthly report and distributes results to ensure the department is in line with contract balance and use. Investigates and documents anomalies and makes corrections as needed.
• Provides and/or analyzes partner Financial Statements for all Board Agenda items. Prepares monthly budget to actual reports and analysis along with supporting schedules. Prepares monthly decision unit status reports. Completes adhoc requests for analysis of budget and/or subsystem data using intermediate to advanced excel formulas and/or functions.
• Supervise, monitor, train, and coach RecTrac Program Coordinator. Document and review all requested RecTrac and WebTrac activities. Present plans for improvement and/or changes suggesting the bet course of action for implementation. Creates SOP's for all RecTrac processes. Serve as the backup when the RecTrac Coordinator is unavailable or requires assistance with workload.
• Monitors Fleet budget and works with the department's point of contact. Confirms/reports/explains large repair costs, overages and surpluses in vehicle purchases, high fuel charges. Reviews and provides monthly reports to reconcile actual to budgeted costs, identify and explain anomalies, confirm fleet rates are accurate, and disputes duplicate charges.
• Initiates bi-monthly and monthly RecTrac billing process for all clients and security residents respectively and keeps proper documentation to support accounting entries and collections. Follows up with security resident utility payments to ensure accounts remain current. Reviews, obtains, and processes documentation packages for refunds, deposits and other transactions as assigned. Prepares and distributes monthly report to each site identifying all accounts with balances other than zero, obtain resolution, and create documentation package for processing. Ensures all vendor payments are current and paid within Procurement policy.
• Partners with Internal Audit and external auditors, and Clerks Office as needed to ensure financial compliance for grants, their accounting strings, and compliance with local, state, and federal regulations. Collaborates with County Finance and ESQA on all department grants to establish accounting strings, monitor monthly balances, ensure purchases are following grant terms, approve match requirements and contribute financial statements for grant reports. Provide monthly reports and entry templates for Grant reporting.
• Monitor, review and follow up on all accounts receivable and payable with non-profit partner agreements, licensing agreements, FUA's, and MOU's. This includes ensuring that requests for reimbursement on maintenance items are reasonable and within the scope of this agreement.
• Prepares monthly budget to actual reports and analysis. Submits financial reports to management as required. Reports monthly decision unit status. Works with departmental leaders to determine upcoming budget needs and strategies.
• Participates in meetings to provide input and direction on best practices.
• Performs other related duties as required.

Job Specifications

• Ability to answer unstructured business questions and work independently to drive projects to conclusions.
• Ability to collect, organize and evaluate data and make logical conclusions.
• Excellent writing and oral skills and the demonstrated ability to develop reports and documentation in support of issue evaluation and resolutions.
• Ability to plan and manage multiple activities and projects simultaneously.
• Planning, directing, coordinating, controlling and evaluating external and internal units.
• Uses both independent research and collaboration/communication with all levels of staff in order to provide direction and resolution complex issues.
• Intermediate level user of Microsoft Excel.
• Develop comprehensive, justified conclusions and recomendations using qualitative and/or quantitaitve tools.
• Proactively understands and vets actions and decisions to ensure all outcomes are accounted for to create accurate results.
• Communicates via phone, email, chat, and other means timely, politely, effectively, and thoroughly.
• Able to create projects with outcomes whose purposes meet the County's values, goals, and objectives.
• Ability to perform accurately, thoroughly, and effectively in all situations.
• Leads by example by presenting professionally in appearance, manner, communications, and attention to duties.
• Ability to collect and analyze information, problem-solve, and make decisions in line with the County's values, goals, and objectives.
• Responsible for accurate and efficient operation of RecTrac, documenting issues, creating solutions, and creating standard operating procedures to ensure operational effectiveness.

Physical Requirements

• Office environment, may need to travel for meetings and training.
• Ability to lift more than 20 lbs.
• Ability to sit for more than 4 hours a day.

Work Category

• Light Work - Exerting up to 20 pounds of force frequently, and/or a negligible amount of force to move objects. If the use of arm and/or leg control requires exertion of forces greater than that of sedentary work and if the worker sits most of the time, the job is considered light work.

Emergency Management Responsibilities In the event of an emergency or disaster, an employee may be required to respond promptly to duties and responsibilities as assigned by the employee’s department, the County’s Office of Emergency Management, or County Administration. Such assignments may be for before, during or after the emergency/disaster. Additional Job Requirements

• Maintain the ability to pass the background checks required for the position. These background checks may include but are not limited to:

• Criminal History Background Check using Florida Department of Law Enforcement (FDLE) Criminal Justice Information Services (CJIS)
• Level 1 and Level 2 Background screening (Ch. 435 Florida Statutes)
• Child Abuse, Abandonment and Neglect Record Check using the State Automated Child Welfare Information System (SACWIS)
• Sex Offender and Sexual Predator record check using the list maintained by the Florida Department of Law Enforcement (FDLE)

• Possess the necessary job related license(s) or certification(s) that may include possession of a Florida Driver License (Class E) or an applicable Commercial Driver License (CDL).

#VIZI

Primary Location: United States-Florida-Tampa

Job: Special Projects Coordinator.E.Proj

Organization: CAD-RN-Parks & Recreation

Schedule: Regular

Shift: Standard

Employee Status: Non-Management

Job Type: Full-time

Job Posting: Oct 14, 2021

Classification Type: Classified

Application Deadline: Oct 28, 2021

Salary Range: 26.02 -41.63 US Dollar (USD) Hourly