What are the responsibilities and job description for the Projects Coordinator-Billing and Reporting Coordinator position at Volusia County, FL?
Major Functions
This position will work in the Office of Recovery and Resiliency which is responsible for the administration of $328.9 million in CDBG-DR funding. Primary responsibilities for this position will be assisting the finance and administration team to maintain records, verify invoices, and create financial reports. This is a fast-paced work environment.
This position is grant funded with benefits and will conclude when the scope of the position is no longer necessary.
Illustrative Duties
(Note: These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.)
All Assignments
May be assigned to other county locations based upon operational needs.
Attends work on a regular and consistent basis.
Must adhere to federal, state, county, and local ordinances.
Performs other duties as assigned.
Depending on assignment
- May plan and coordinate activities of staff for special projects and assignments.
- Maintains billing records and documentation in compliance with company policies and procedures.
- Receives and verifies invoices.
- Gathers information for the submittal of purchase orders and may process such into the County of Volusia's electronic system.
- Assists in the preparation of financial reports, including monthly, quarterly, and annual statements.
- Collaborates with internal departments to gather necessary billing and financial information.
- May recommend improvements to accounting and billing procedures.
- May assist with developing specifications.
- Receives work orders, estimates materials to be used and prices these materials.
- Reviews contracts to ensure billing appropriateness.
- Monitors and ensures adherence to contract specifications.
- Monitors invoicing and implementing contract changes.
- Mediates with vendors on contract compliance.
- Gathers information for the submittal of requisitions and may process such into the County of Volusia's electronic system.
- Follows requisitions from inception to completion.
- May be required to plan and coordinate activities for special projects as assigned to include staffing and accounting.
- May coordinate with Finance on fixed assets and expendable product inventories.
- May schedule routine maintenance of vehicles and equipment.
- Completes request for quotes for work not requiring formal bid process.
- Tracks job progress according to completion time indicated in the scope of work and maintains file of contractor violations related to such.
- Updates internal progress spreadsheets.
- Ensures contractors are licensed to practice business in the County of Volusia.
- Ensures that proper permits have been issued prior to initial payment.
- Contacts clients, contractors, county or city staff to schedule appointments or site visits.
- Receives, reviews and processes program applications.
- Reviews invoices for compliance with work write up, draw schedule or other implementation plans for management's approval.
- Prepares semi-annual and annual reports for federal or state agencies for management's approval.
- Reviews tab sheets and proposed award to ensure compliance with procurement policies.
- Reviews master agreements for accuracy; provides updates to the master agreement scope of work for management's approval.
- Develops material for and attends all required grant preparation or reporting meetings (to be approved by management).
Minimum Requirements
Graduation from high school, Vo-Tech school or possession of a GED.
Must possess and maintain a valid Florida driver's license.
Knowledge, Skills & Abilities
- Knowledge of the principles, practices, tools, supplies, materials, equipment, and personnel required for building maintenance and construction.
- Knowledge of all skilled trades. Knowledge of cost estimating and maintenance methods and techniques.
- Demonstrated computer skill in area of assignment.
- Ability to read blueprints to determine amount and type of materials required.
- Ability to read and understand grants and/or contracts.
- Ability to plan, direct, and supervise the work of skilled and unskilled employees.
- Ability to submit and maintain accurate records and reports.
- Ability to communicate effectively both orally and in writing.
- Ability to establish and maintain effective working relationships.
- Ability to work under stressful conditions.
- Ability to interact effectively with others.
- Must be able to relocate to other county locations based upon operational needs.
Mental Demands: Ability to read and comprehend technical manuals, safety instructions and procedures, schematics, blueprints, layouts, instructions, memos, contracts, grants and letters. Ability to perform shop math. Ability to write instructions, summaries, reports, memos, letters. Ability to speak clearly and concisely.
Physical Demands: Ability to stand, lift (20 lbs.), stooping, crouching, pulling, pushing, kneeling, reaching overhead, climbing, crawling, bending, reaching, hearing and visual acuity (peripheral vision, depth perception) necessary to operate a motorized vehicle.
Environmental Demands: Both inside and outside work. Ability to tolerate wind, heat, humidity, cold, dust, fumes, odors, rain. May involve exposure to closed, confined spaces, chemicals, and biting insects.
