Administrative Officer, Senior (OAS)

Requirements And Preferences

The Broward County Board of County Commissioners is seeking qualified candidates for Administrative Officer, Senior.

General Description

Performs responsible professional and administrative work assisting in the operations of a County division.

Works independently, under limited supervision, reporting major activities through periodic meetings.

Minimum Education And Experience Requirements

Requires a Bachelor's degree from an accredited college or university with major coursework in business or public administration or closely related field.

(One year of relevant experience may be substituted for each year of required education.)

Requires four (4) years administrative experience in a governmental agency including two (2) years of supervisory experience depending on area of assignment.

Special Certifications and Licenses

None.

Preferences

Master's degree or higher in related field

Four (4) or more years PeopleSoft (manager) financial experience

Four (4) or more years Kronos (Supervisor) time and attendance

Four (4) or more years managing purchasing functions

Duties And Responsibilities

The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the job as necessary.

Manage Procurement Operations For The Department

Responsible for the purchase of PPEs and emergency supplies for the Divisions.

Oversee procurement/purchasing functions for Human Services departmental divisions.

Responsible for reviewing, approving and processing the Department’s contractual obligations for Master Agreements, receivers and other purchase requisitions in PeopleSoft.

Currently oversee and supervise the processing of over 40 current master agreements, which involves tracking of expenditures and ensuring compliance with master agreements, ensuring that divisions do not over expend on the master agreement amounts, and working with Purchasing to amend any agreements as needed.

Currently oversee the Adobe licenses for the department which involves working closely with ETS for chargebacks

P-Card coordinator for the Department including reviewing, analyzing and approving monthly P-card charges for the respective Divisions and Department.

Responsible for creating and updating a Procurement manual and coordinating training sessions including assessing the outcomes.

Manage The Payroll Functions For The Department

Ensure that agencies uphold the County’s and Human services payroll procedures by creating and updating an OAS payroll training manual.

Responsible for ensuring payroll compliance with the County’s Union contract agreements in Kronos.

Responsible for coordinating payroll sessions for decentralized Human Services Divisions.

Run PeopleSoftHR payroll reports as requested by divisions

Run Kronos reports for Human Services Department to track exceptions.

Supervise

Supervise (4) employees performing a variety of purchasing and accounting functions

Supervise employee responsible for cellphone/air card coordinator for the department including cellphone charges and tracking

Audit

Responsible for keeping accurate procurement records of Human Services OAS departments for audit purposes.

Assist with internal/external auditors and ensure the staff complies with the County procurement policy and the P-card policy.

Audit invoices against master agreements.

Audit emergency leave spreadsheet

Audit timecard adjustments

Approval

Approve purchase requisitions Level 2

Approve cash receipts for all Human Services Divisions

Approve P-Card transactions

Special Projects

Provide procurement support for emergency preparedness.

Supports a wide range of administrative functions in support of the agency's goals; assists in developing and implementing divisional policies, procedures and programs; coordinates programs and projects; conducts studies and research to determine needs and supports division objectives; and ensures that all documentation is properly completed, stored and archived according to required retention schedules, and routed accordingly.

Assists in preparing and administering the division's operating budget and other finance related activities.

Works on special projects assigned by the Division Director; composes various division correspondence, reports, and responses to upper management; represents and assists the Division Director at various public and professional meetings or conferences, and chairs or attends meetings to create, modify or improve division procedures; confers with local, state, and federal officials, contractors, vendors, civic leaders, and the general public regarding divisional operations; addresses public groups; monitors email and coordinates with other County agencies and County constituents on various issues.

Recommends and implements organizational and administrative changes and internal procedures as needed; and maintains divisional information sharing systems such as the division's SharePoint and/or website.

Performs related work as assigned.

WORK ENVIRONMENT

Physical Demands

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Unavoidable Hazards (Work Environment)

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

None.

SPECIAL INFORMATION

Competencies

• Financial Acumen
  
  

Interprets and applies key financial indicators to make better business decisions. Determines and estimates the main direct and indirect costs; makes generally appropriate decisions regarding expenditures. Studies financial and quantitative information; uses data to improve performance.

• Manages Complexity
  
  

Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. Consistently looks at complex issues from many angles; obtains a rich and deep understanding; swiftly cuts to the core issue; skillfully separates root causes from symptoms.

• Cultivates Innovation
  
  

Creates new and better ways for the organization to be successful. Offers creative ideas, finds unique connections between previously unrelated elements. Actively encourages and supports others' creativity; builds upon and strengthens new solutions in a positive and collaborative manner.

• Plans and Aligns
  
  

Plans and prioritizes work to meet commitments aligned with organizational goals. Strengthens alignment and coordination between own work and others', providing well-sequenced activities and exact time frames. Foresees and resolves many potential bottlenecks and delays.

• Optimizes Work Processes
  
  

Knows the most effective and efficient processes to get things done, with a focus on continuous improvement. Pays close attention to a variety of metrics and benchmarks; determines both major and subtle ways to optimize processes. Swiftly resolves process breakdowns; takes steps to ensure that problems do not recur.

• Ensures Accountability
  
  

Holds self and others accountable to meet commitments. Tracks performance and strives to remain effective, learning from both successes and failures. Readily takes on challenges or difficult tasks and has reputation for delivering on commitments.

• Communicates Effectively
  
  

Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences. Tailors communication content and style to the needs of others. Pays attention to others' input and perspectives, asks questions, and summarizes to confirm understanding.

• Organizational Savvy
  
  

Maneuvers comfortably through complex policy, process, and people-related organizational dynamics. Builds support for ideas among key decision makers and stakeholders. Anticipates political difficulties and identifies ways to overcome any resistance.

County Core Values

All Broward County employees strive to demonstrate the County's four core behavioral competencies.

• Collaborates: Building partnerships and working collaboratively with others to meet shared objectives.
• Customer focus: Building strong customer relationships and delivering customer-centric solutions.
• Instills trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity.
• Values differences: Recognizing the value that different perspectives and cultures bring to an organization.
  
  

Americans With Disabilities Act (ADA) Compliance

Broward County is an Equal Opportunity Employer committed to inclusion. Broward County is committed to providing equal opportunity and reasonable accommodations to qualified persons with disabilities. We support the hiring of people with disabilities; therefore, if you require assistance due to a disability, please contact the Professional Standards Section in advance at 954-357-6500 or email Profstandards@broward.org to make an accommodation request.

Emergency Management Responsibilities

Note: During emergency conditions, all County employees are automatically considered emergency service workers. County employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation and are expected to perform emergency service duties, as assigned.

County-wide Employee Responsibilities

All Broward County employees must serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Broward County's Employee Code of Ethics, gift, and conflict of interest policies.

All Broward County employees must establish and maintain effective working relationships with the general public, co-workers, elected and appointed officials and members of diverse cultural and linguistic backgrounds, regardless of race, color, religion, sex, national origin, age, disability, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression.