Office Operations Specialist - 101766

Salary: $21.55 Hourly
Location : FL 34982, FL
Job Type: Full-Time Non-Exempt
Job Number: 101766
Department: Parks and Recreation
Division: Recreation
Opening Date: 08/28/2023
Closing Date: 9/15/2023 5:00 PM Eastern
Job Summary
MAJOR FUNCTIONS: This is an advanced independent Office Operations position that is responsible for overseeing the budget, accounting and fiscal operations of a division or major County operation. Generally, reports to an Administrative Operations Coordinator. The operations may involve accounting, budgeting, payroll, auditing, trend analysis, grants, purchasing, inventory control, facility rental contracts/agreements, permit applications and reports, preparation of correspondence, coordinate security requirements with local law enforcement agencies, contractor monitoring, daily bank deposits, credit card transactions, agenda preparation, ordering supplies/equipment/materials, generate/track work orders, game schedules, job postings, schedule of meetings, customer service inquiries, web page updates, preparation of performance evaluations, and assuring that all financial transactions and reporting comply with County policies and procedures, grant requirements and Generally Accepted Accounting Principles (GAAP).
Essential Job Functions
KNOWLEDGE, ABILITIES, AND SKILLS NEEDED IN ORDER TO PERFORM THE ESSENTIAL JOB FUNCTIONS:
Knowledge:

• Extensive knowledge of budgeting, accounting, purchasing, inventory and financial management.
• Knowledge of Department rental fee schedule, rules and procedures.
• Working knowledge of office procedures and organization for a multi-functional operation.

Abilities:

• Ability to present budgetary and financial information in an organized and understandable manner.
• Ability to establish effective working relationships with the public, external agencies and County staff.
• Ability to understand complex grant and fiscal procedures and regulatory requirements. Ability to conduct and interpret fiscal analyses.
• Ability to work with minimal supervision in an accurate and timely manner.
• Ability to maintain a file retrieval system in an electronic and hard copy format.

Skills:

• Advanced proficiency in MS Windows and Office software (Excel, Access, Word, and PowerPoint) and Banner (or related) accounting system, payroll (Kronos), revenue software.
• Communicate effectively, both verbally and in writing.
• Organizational skills to maintain the office and record-keeping functions of the daily operations of the Division.

ESSENTIAL JOB FUNCTION:

• Track and/or oversee department revenues and expenditures, assure accuracy and compliance with County policies and procedures, statutes, regulations and GAAP.
• Ensure errors or discrepancies are avoided or corrected in a timely manner.
• Supervise and review all assigned funds and accounts and ensure all documentation is accurate and in order.
• Prepare and review financial reports, including but not limited to, budgets, grant monitoring and compliance requirements, information reports and requested analyses.
• Prepare, review, and reconcile revenue reporting for Recreation areas.
• Monitor the department's fiscal position and alert supervisor to concerns in a timely manner.
• Ensure all purchases are in compliance with County policies and procedures, including but not limited to, signing authority, purchasing card statements, purchase orders, contracts & work authorizations.
• Prepare and/or monitor grants, contracts and agreements including expenditure and status reports.
• Prepare or assist in preparing agenda items related to budgets, grants, purchases or contracts.
• Handle all billing inquiries.
• Assist coordinators, superintendent, & division managers with fiscal/grant reports & requirements.
• Prepare performance evaluations.
• Maintain and update inventory.
• May train and/or supervise administrative or office staff.
• Coordinate yard sales.
• Handle all telephone calls.
• Respond to special event inquiries.
• Coordinate with other County departments/divisions.
• Perform other related work as required, including administrative or program support.

EMERGENCY MANAGEMENT RESPONSIBILITIES: 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.
ESSENTIAL PHYSICAL SKILLS: Good vision and hearing with or without correction. Use of both hands and fingers with dexterity. Occasional walking and standing is required.
WORK HAZARDS: Possible vision or hand/arm dysfunction due to heavy computer work.
SAFETY EQUIPMENT USED OR NEEDED: None
Qualifications
EDUCATION: Graduation from an accredited two-year college or business school.
EXPERIENCE: At least three years of experience in accounting, budgeting, office, contract and grant management or related field. A comparable amount of training or experience may be substituted for the minimum qualifications.
LICENSE, CERTIFICATION OR REGISTRATION: Valid Florida'sDriver's License and must maintain a good driving record.
Additional Information
Pay Grade 17
Driving Position - Operating County vehicles and/or equipment is a primary function of this position.
PRE-EMPLOYMENT SCREENING: This position requires a physical, drug testing, driver's license verification and level 1 background screening.
Union Non-Union ?Exempt Non-Exempt ?
HOLIDAYS (13 days per year)

• New Years Day
• Martin Luther King Jr.'s Birthday
• President's Day
• Memorial Day
• Independence Day
• Labor Day
• Veterans Day
• Thanksgiving Day
• The day after Thanksgiving
• Christmas Eve
• Christmas Day
• New Year's Day
• 2 Floating Holidays

If a holiday falls on a Saturday, the Friday before will be observed. If the holiday falls on a Sunday, the following Monday will be observed. The County Administrator is authorized to change the observation schedule of holidays falling on weekends.
VACATION LEAVE Years Of Eligible Service Vacation Days Per Year Less than 5 Years 10 5 - 10 Years 15 11 - 20 Years 20 21 Years 21 22 Years 22 23 Years 23 24 Years 24 25 Years 25
SICK LEAVE
Sick Leave with pay shall be accrued at a rate of one (1) working day for each month of service, twelve (12) days a year. There will be no maximum on the amount of sick leave an employee may accumulate.
OTHER BENEFITS
Health, Dental and Vision Plans
Life Insurance
Shared Sick Leave
Jury Duty or Witness Leave
Military Leave
Bereavement Leave
OPTIONAL BENEFITS AVAILABLE
PBC Credit Union
Accident Protection Plan
01
Do you have an associate's degree from an accredited two (2) year College or Business school?

• Yes
• No

02
Do you have at least three (3) years of experience in accounting, budgeting, office, contract and grant management or related field? A comparable amount of training or experience may be substituted for the minimum qualifications.

• Yes
• No

03
Do you have a valid Florida Driver's License or the ability to obtain one within 30 days of hire date?

• Yes
• No

Required Question