Program/Project Coordinator

Requirements And Preferences

Broward County is not accepting attachments for this recruitment, including resumes or similar supporting documentation. Please ensure you complete the application in its entirety and include all information you want considered.

The Broward County Board of County Commissioners is seeking qualified candidates for Program/Project Coordinator to support the Environmental Permitting Division.

The Resilient Environment Department, Environmental Permitting Division (EPD) is seeking a highly motivated candidate with exceptional skills. Due to the nature, quantity, and complexity of the workload handled by Business Operations Section (BOS), this position will work closely with the BOS Supervisor and will provide an opportunity for succession planning and stability within the BOS.

The current administrative and fiscal demands of the EPD, which consists of 66 full-time or part-time positions, rests upon an efficiently-streamlined BOS. BOS consists of a Business Manager, one (1) full-time Administrative Coordinator, one (1) Program/Project Coordinator, and one (1) part-time Administrative Assistant.

General Description

Manages and coordinates, with considerable independence, all activities of a particular program/project within a section or agency.

Works under general supervision, independently developing work methods and sequences.

Minimum Education And Experience Requirements

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

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

Requires two (2) years experience in a staff or administrative capacity managing special projects, programs or business operations appropriate to the area of assignment or closely related experience.

International Degree Evaluation Language

For consideration of international degrees, candidates must have it evaluated by an approved member of the National Association of Credential Evaluation Services (NACES), or Association of International Credential Evaluators (AICE). All associated expenses incurred are the responsibility of the candidate. To access the NACES directory of current members, please visit www.naces.org/members . To access the AICE directory of endorsed members, please visit https://aice-eval.org/endorsed-members . Completed evaluations do not guarantee an offer of employment and are subject to approval by Broward County Human Resources.

Special Certifications And Licenses Required

Must possess and maintain a valid Florida Class E driver's license based on area of assignment.

Preferences

Master's Degree in Business, Public Administration or other related filed

Two (2) years experience with PeopleSoft Purchasing and Financials

Two (2) Years Experience With Payroll Functions (Kronos)

One (1) years experience processing Public Records Requests

One (1) year experience with Online Recruitment System (ORS) and Onboarding (ON)

Two (2) years proficiency with Microsoft Office 365 Suite (Word, Excel, Outlook, PowerPoint)

One (1) year Emergency Management experience

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.

Responsibilities

The position will be primarily responsible for coordinating and managing all aspects of a large program or project within an agency and executing administrative functions within the Division as it relates to the business operations encompassing budgeting/internal accounting, procurement, human resources/payroll/performance tracking, Public Records Coordinator, emergency management, and customer service delivery. Responsibilities would include the following:

• INTERNAL BUDGET ACTIVITIES - As requested by the Business Manager or identified by the Program/Project Coordinator, enter budget transfers and specific required budget overview functions, reconcile daily revenue/refunds/deposits. Conducts financial analysis of revenue sources, financial reporting, data extraction advanced Excel and pivot table design, posting of deposits and coordinate accounting procedures according to GAAP. Works closely with the Business Manager to review budgets and coordinate with managers with specific funding of purchases, etc. May perform quality control checks on operating and budget documents to ensure accuracy, creates and modifies PowerPoint presentations for agency communication, creates core budget development support documents. Creates and maintains performance/production reports (spreadsheets). This includes monthly productivity reports which provide monthly statistics for transactions processed and revenue generated.
• PURCHASING/PROCUREMENT - Processes all procurement activities for the Division. Creates catalog/special requisitions, purchase orders, journals, year-end financial statements, payment requests for one-time or periodic services rendered by the Division, and P-Card purchases and reconciliations.
• HUMAN RESOURCES (Recruitments/On and Off boarding) (Lead)- Manages the ORS system recruitments and process on and off boarding paperwork and tasks. Processes employee status change, draft workers compensation documents, prepare draft disciplinary memorandums, possess knowledge of union contracts, provide initial on-site on-boarding for new employees, maintain and coordinate applicants resumes, applications, and schedule interviews. Communicates key procedural changes to staff and management. Reviews position changes and transfers requested by other County agencies prior to implementing change to ensure compliance with adopted personnel cap; incorporates changes to the cap approved by the Board throughout the year. Assist with planning, directing and supervising the activities of the Administrative Coordinator. Payroll Liaison (Back-Up) - As needed, process all payroll activities, manage Kronos timecards, process manual adjustments, assist managers in Kronos functions and support division on payroll requests. This also includes managing absences, sick leave monitoring and managing donated leave program. Performance Tracking (Back-Up) - As needed, ensure Division evaluations are maintained and submitted to Broward County's PeopleSoft database.
• PUBLIC RECORDS COORDINATOR (Lead) - Monitors and supervises maintenance of project records and documentation by serving as the lead coordinator of public records for the Division, responsible for processing, coordinating and maintaining timely and accurate Public Records Requests, and serve as the Division's Public Records contact with the Office of Public Communication.
• EMERGENCY MANAGEMENT COORDINATOR (Lead)- Cost Recovery and COOP Coordinator - Ensures that timely cost recovery and COOP requirements are met and information disseminated to EPD.
  
  

TRAVEL COORDINATOR (Back-Up) - Coordinates all accommodations for business related travel including, creating travel authorizations and expense reports, TOVA/vehicle assignment requests, and assisting staff with PeopleSoft access and travel procedures.

• AGENDA QUICK COORDINATOR - One of the Division's agenda items Coordinator. Reviews and edits all Agenda items to insure consistency and adherence to agenda item standards prior to review by Division Director.
• SPECIAL PROJECTS - Promotes and assesses agency programs and services; cooperatively plans and implements programs and community-wide special events; plans, develops, authorizes, implements, supervises and evaluates programs/projects, activities and services; facilitates inclusion, prepares reports, and analyzes and interprets data; develops policies, procedures and guidelines related to programs/projects and services, as assigned by the Division Director, Assistant Director and/or BOS Supervisor.
  
  

The ideal candidate must have excellent communication skills, both orally and in writing, organizational skills, work well under pressure, be able to multitask, and be able to produce high quality products in expedited time frames. Preference will be given to candidates familiar with PeopleSoft, accounting and financial principles, budgeting, human resources (OnLine Recruitment), and commission agenda processing.

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.

Involves routine and frequent exposure to traffic; moving machinery.

SPECIAL INFORMATION

Competencies

• Decision Quality
  
  

Makes good and timely decisions that keep the organization moving forward. Consistently demonstrates strong judgment; may be sought out by others for expertise and guidance. Takes smart, independent action in urgent and non-routine situations, knows when to escalate for others' involvement.

• Plans and Aligns
  
  

Plans and prioritizes work to meet commitments aligned with organizational goals. Stays focused on plans and improvises in response to changes, including risks and contingencies. Aligns own team's work with other workgroups'. Looks ahead to determine and obtain needed resources to complete plans.

• 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.

• 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.

• Situational Adaptability
  
  

Adapts approach and demeanor in real time to match the shifting demands of different situations. Sees even subtle cues to adapt; deploys a wide range of behaviors to stay effective. Exemplifies flexibility and resourcefulness; responds deftly to a variety of challenges and situations.

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.