What are the responsibilities and job description for the Administrative Services Coordinator position at Seminole County Supervisor of Elections Office?
Description
The Administrative Services Coordinator is a key member of the Supervisor of Elections Office, responsible for ensuring smooth administrative operations with a focus on accounting functions and payroll processing, while assisting with candidate services. This position requires attention to detail, organizational skills, and the ability to effectively handle multiple responsibilities while maintaining confidentiality and compliance with applicable laws and regulations.
Examples of Duties
Accounting Functions
Typical Qualifications
Preferred Knowledge
The Administrative Services Coordinator is a key member of the Supervisor of Elections Office, responsible for ensuring smooth administrative operations with a focus on accounting functions and payroll processing, while assisting with candidate services. This position requires attention to detail, organizational skills, and the ability to effectively handle multiple responsibilities while maintaining confidentiality and compliance with applicable laws and regulations.
Examples of Duties
Accounting Functions
- Perform accounts payable and receivable tasks, including processing invoices and payments.
- Reconcile financial transactions and prepare monthly reports for review.
- Assist with budget preparation, tracking, and forecasting in collaboration with senior staff.
- Ensure compliance with state and local financial policies and procedures.
- Oversees qualifying candidates and maintaining related reports and records.
- Process payroll for the office, including timesheet review, employee record updates, and benefits administration.
- Ensure accurate calculation of wages, tax withholdings, and deductions.
- Prepare and submit payroll reports to appropriate agencies.
- Maintain confidentiality and secure handling of employee payroll data.
- Manage office communications, including incoming calls, emails, and correspondence.
- Maintain filing systems for records, reports, and documentation.
- Support special projects and election-related events as needed.
- Ensure compliance with election laws and administrative regulations.
- Manage the candidate qualifying process, including reviewing applications, verifying eligibility, and ensuring compliance with legal requirements.
- Serve as the primary point of contact for candidates, providing guidance on filing deadlines, campaign finance reporting, and election requirements.
- Maintain accurate records related to candidate filings, financial disclosures, and other required documentation.
- Coordinate candidate workshops and provide training on election procedures and
- campaign finance rules.
Typical Qualifications
- Knowledge and care of standard office equipment.
- Ability to lift objects weighing approximately 25 pounds.
- Must possess and maintain a valid Florida Driver’s License.
- Must be a registered voter in the State of Florida prior to appointment.
- Associate’s degree in Business Administration, Accounting, or a related field (Bachelor’s degree preferred).
- Minimum of 2-3 years of experience in administrative services, accounting, payroll, or a related role.
- Experience in election services or government operations is a plus.
- Strong organizational and multitasking skills with a keen eye for detail.
- Proficiency in accounting software and Microsoft Office Suite (Excel, Word, Outlook).
- Familiarity with payroll systems and basic accounting principles.
- Excellent written and verbal communication skills.
- Ability to work independently and collaboratively in a fast-paced environment.
- Demonstrated commitment to maintaining confidentiality and professionalism.
Preferred Knowledge
- Understanding of Florida election laws, campaign finance regulations, and payroll compliance.
