Broward County, FL
Administrative Coordinator
Broward County, FL, Fort Lauderdale, Florida, us, 33336
Salary :
$52,645.84 - $84,022.64 Annually
Location :
Fort Lauderdale, FL
Job Type:
Full-Time
Job Number:
1412842
Department:
Libraries Bldg Services
Opening Date:
11/26/2024
Closing Date:
Continuous
Veterans' Preference Notice:
Under Section 295.07, Florida Statutes, certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in employment with Broward County and are encouraged to apply for the positions being filled.
REQUIREMENTS AND PREFERENCES
The Broward County Board of County Commissioners is seeking qualified candidates for the position of Administrative Coordinator. Additional vacancies may be filled from this recruitment for a different location within the library system. This position may be assigned to any location within the Libraries Division based on operational needs.
The primary purpose of this position is to provide support to the Logistics Team with project scheduling, procurement particularly for furnishings, fixtures, and equipment necessary for library operations, serve as a vital communication link for project planning and coordination for Libraries capital refresh projects and expenditures for ongoing replacement furnishing projects.
**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**
Benefits of Broward County Employment
Eleven (11) paid holidays each year
Vacation (Paid Time Off) = 2 weeks per year
Up to 40 hours of Job Basis Leave for eligible positions
Tuition Reimbursement (Up to 2K annually)
Paid Parental Leave
Health Benefits
High Deductible Health Plan - bi-weekly premiums:
Single $10.39 / Family $76.94
Includes a County Funded Health Savings Account of up to $2400 Annually
Consumer Driven Health Plan - bi-weekly premiums:
Single $78.64 / Family $273.13
Florida Retirement System (FRS) - Pension or Investment Plan
457 Deferred Compensation employee match
This position is critical and responsible for several duties associated with large procurements to support the Division's needs for library furnishings and equipment including evaluating needs and assisting in the preparation of contract documents. The ideal candidate is expected to be knowledgeable of new and current product offerings and design trends. The Administrative Coordinator must have excellent written and verbal communication skills and will routinely communicate with vendors, suppliers, and internal staff to ensure that all required specifications are met. Additionally, this position will be responsible for managing warranty records, tracking useful life and replacement schedules, and if needed, prepare necessary documentation and communications to resolve warranty concerns satisfactorily. Additionally, this position will coordinate vendor access to library locations to ensure minimal disruption to public service operations. This position requires a high attention to detail, the ability to develop productive relationships with vendors, skillful drafting layouts for library locations, as well as excellent communication and computer skill sets.
The ideal candidate for this position will need to have stellar communication and interpersonal skills; the ability to organize time, manage projects, and work effectively in a team environment; ability to work accurately and with close attention to detail; be adaptable to work independently; and must be dedicated to providing excellent internal & external customer service.
This announcement will remain active until a sufficient number of applications has been received and may close at any time.
Minimum Education and Experience Requirements
Requires an Associate'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 in staff administration, management, and organization or closely related experience including six (6) months lead work/supervisory experience depending on area of assignment.
Special Certifications and Licenses
None.
Preferences • Bachelor's Degree or higher • Florida Class E driver's license • Microsoft Office Certified • 4 years' experience with public procurement processes, specifically purchasing experience • 4 years' experience using Microsoft Office (applications, must include intermediate proficiency in Excel) • 2 years' experience project coordination • 2 years' working knowledge of AutoCAD • 1 year knowledge of Adobe Photoshop/Illustrator • 2 years' working knowledge of Database setup
DUTIES AND RESPONSIBILITIES
General Description: Performs administrative work assisting in the coordination and administration of business operations and functions. Works under general supervision, independently developing work methods and sequences.
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. Coordinates the business operations functions of a County division, section or unit; may supervise clerical and specially assigned technical staff engaged in a wide variety of secretarial, clerical, bookkeeping and technical functions; assigns and reviews work of subordinates and/or specially assigned project personnel.
Coordinates the activities of a program or project which has operational responsibility of considerable scope; assists in the development of project procedures and schedules; prepares project reports and related data.
Reviews state of accounts and records, and assists in preparing oral, written and statistical reports; provides professional level staff assistance to an administrative superior, division or department head in specially assigned areas of operation; assists and advises on matters pertaining to programs or projects assigned.
Responsible for maintenance of project records and documentation; facilitates the accomplishment of work through providing, obtaining and coordinating a variety of services.
Acts as administrative liaison among various County operational and administrative functions related to an assigned program or project; interprets and explains policy regulations and operating procedures.
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 light work that involves walking or standing most of the time and involves exerting up to 20 pounds of force on a regular and recurring basis, or skill, adeptness and speed in the use of fingers, hands or limbs on repetitive operation of electronic office equipment within moderate tolerances or limits of accuracy.
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
Tech Savvy Anticipates and adopts innovations in business-building digital and technology applications. Investigates technologies to learn some cutting-edge best practices. Uses digital/social media to benefit the team and add value to the work being done; understands how to avoid misuse of these tools.
Manages Complexity Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. Looks at complex issues from multiple angles; explores issues to uncover underlying issues and root causes; sees the main consequences and implications of different options.
Decision Quality Makes good and timely decisions that keep the organization moving forward. Seeks coaching from others to address routine problems; learns to handle these issues effectively. Bases decisions and actions on relevant rules and procedures.
Directs Work Provides direction, delegating, and removing obstacles to get work done. Confirms mutual agreement on accountabilities, fostering strong coordination and minimizing duplicated efforts. Communicates delays or problems early so others can manage their own work schedules effectively.
Plans and Aligns Plans and prioritizes work to meet commitments aligned with organizational goals. Outlines clear plans that put actions in a logical sequence; conveys some time frames. Aligns own work with relevant workgroups. Takes some steps to reduce bottlenecks and speed up the work.
Optimizes Work Processes Knows the most effective and efficient processes to get things done, with a focus on continuous improvement. Generally follows defined and communicated standards, methods, and procedures. Seeks advice and finds ways to work better within processes. Makes some reasonable suggestions to improve work methods.
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. Listens attentively and takes an interest. Keeps others well informed; conveys information clearly, concisely, and professionally when speaking or writing.
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.
Broward is a dynamic county that offers an exciting, stable career with incredible employee benefits such as 11 annual holidays, accrued annual/vacation and sick leave, FRS retirement, $50,000 of free life insurance, training and development, and participation eligibility in a deferred compensation (457) plan with a match up to $2,600. In addition, Broward County offers 2 health plans, a High Deductible Health Plan (HDHP) with a County-funded Health Savings Account (HSA), and a Consumer Driven Health plan (CDH), Dental insurance, Vision insurance and Section 125 Flexible spending accounts for Medical Expenses and Dependent Care. Part-time 20+ benefit eligible employees receive the benefits described above at a reduced amount.
01
Please note that Broward County is no longer accepting attachments to job applications, including resumes, or similar supporting documentation. The information referenced in your online application is used to determine your qualification in meeting the minimum requirement of the position for which you are applying. For example, if you list that you have six years' experience in a certain field, that experience must be easily identifiable in the "Work Experience" section of your application. Please ensure that you complete the application in its entirety and include all information that you want to be considered.Please check the box below to acknowledge that you have read this message.
I acknowledge that I have read and understand the above message.
02
Do you have an Associate's degree from an accredited college or university with major coursework in business or public administration or closely related field?
Yes No
03
Do you have four (4) years in staff administration, management, and organization or closely related experience?
Yes No
04
Do you have six (6) months lead work/supervisory experience?
Yes No
05
How many years of experience do you have in a technical clerical, administrative capacity, or closely related?
Less than 2 years 2 years More than 2 years
06
You may be required to perform 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. Are you able to perform these essential job functions of the job with or without reasonable accommodation?
Yes No
07
Are you able to work a flexible schedule that may include the following? Select all that apply:
Days Evenings Nights Saturdays Sundays None
08
What is your highest level of education?
No Degree Associate's Degree Bachelor's Degree Master's Degree Doctoral Degree
09
Do you have any of the following experience? Select all that apply:
4 years' experience with public procurement processes, specifically purchasing experience 4 years' experience using Microsoft Office (applications, must include intermediate proficiency in Excel) 2 years' experience in project coordination 2 years' working knowledge of AutoCAD 1 year knowledge of Adobe Photoshop/Illustrator 2 years' working knowledge of Database setup Microsoft Office Certified
10
Indicate your level of proficiency in Microsoft Word.
None Beginner Intermediate Expert
11
Indicate your level of proficiency in Microsoft Outlook.
None Beginner Intermediate Expert
12
Indicate your level of proficiency in Microsoft Excel.
None Beginner Intermediate Expert
13
Describe the most complex document you have created in Excel and the features or tools that you used to create the document.
14
Describe your experience managing project schedules.
15
Describe in detail your experience with public procurement processes, specifically purchasing.
16
Describe in detail your experience using Microsoft Office.
17
Describe in detail your experience with project coordination.
18
Describe in detail your experience using AutoCAD.
19
Describe in detail your experience working with Database set-up.
20
Describe in detail your experience working with Adobe Photoshop/Illustrator.
21
This job may require travel to various library locations within Broward County. Do you possess a valid Florida driver's license and reliable mode of transportation?
Required Question
$52,645.84 - $84,022.64 Annually
Location :
Fort Lauderdale, FL
Job Type:
Full-Time
Job Number:
1412842
Department:
Libraries Bldg Services
Opening Date:
11/26/2024
Closing Date:
Continuous
Veterans' Preference Notice:
Under Section 295.07, Florida Statutes, certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in employment with Broward County and are encouraged to apply for the positions being filled.
REQUIREMENTS AND PREFERENCES
The Broward County Board of County Commissioners is seeking qualified candidates for the position of Administrative Coordinator. Additional vacancies may be filled from this recruitment for a different location within the library system. This position may be assigned to any location within the Libraries Division based on operational needs.
The primary purpose of this position is to provide support to the Logistics Team with project scheduling, procurement particularly for furnishings, fixtures, and equipment necessary for library operations, serve as a vital communication link for project planning and coordination for Libraries capital refresh projects and expenditures for ongoing replacement furnishing projects.
**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**
Benefits of Broward County Employment
Eleven (11) paid holidays each year
Vacation (Paid Time Off) = 2 weeks per year
Up to 40 hours of Job Basis Leave for eligible positions
Tuition Reimbursement (Up to 2K annually)
Paid Parental Leave
Health Benefits
High Deductible Health Plan - bi-weekly premiums:
Single $10.39 / Family $76.94
Includes a County Funded Health Savings Account of up to $2400 Annually
Consumer Driven Health Plan - bi-weekly premiums:
Single $78.64 / Family $273.13
Florida Retirement System (FRS) - Pension or Investment Plan
457 Deferred Compensation employee match
This position is critical and responsible for several duties associated with large procurements to support the Division's needs for library furnishings and equipment including evaluating needs and assisting in the preparation of contract documents. The ideal candidate is expected to be knowledgeable of new and current product offerings and design trends. The Administrative Coordinator must have excellent written and verbal communication skills and will routinely communicate with vendors, suppliers, and internal staff to ensure that all required specifications are met. Additionally, this position will be responsible for managing warranty records, tracking useful life and replacement schedules, and if needed, prepare necessary documentation and communications to resolve warranty concerns satisfactorily. Additionally, this position will coordinate vendor access to library locations to ensure minimal disruption to public service operations. This position requires a high attention to detail, the ability to develop productive relationships with vendors, skillful drafting layouts for library locations, as well as excellent communication and computer skill sets.
The ideal candidate for this position will need to have stellar communication and interpersonal skills; the ability to organize time, manage projects, and work effectively in a team environment; ability to work accurately and with close attention to detail; be adaptable to work independently; and must be dedicated to providing excellent internal & external customer service.
This announcement will remain active until a sufficient number of applications has been received and may close at any time.
Minimum Education and Experience Requirements
Requires an Associate'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 in staff administration, management, and organization or closely related experience including six (6) months lead work/supervisory experience depending on area of assignment.
Special Certifications and Licenses
None.
Preferences • Bachelor's Degree or higher • Florida Class E driver's license • Microsoft Office Certified • 4 years' experience with public procurement processes, specifically purchasing experience • 4 years' experience using Microsoft Office (applications, must include intermediate proficiency in Excel) • 2 years' experience project coordination • 2 years' working knowledge of AutoCAD • 1 year knowledge of Adobe Photoshop/Illustrator • 2 years' working knowledge of Database setup
DUTIES AND RESPONSIBILITIES
General Description: Performs administrative work assisting in the coordination and administration of business operations and functions. Works under general supervision, independently developing work methods and sequences.
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. Coordinates the business operations functions of a County division, section or unit; may supervise clerical and specially assigned technical staff engaged in a wide variety of secretarial, clerical, bookkeeping and technical functions; assigns and reviews work of subordinates and/or specially assigned project personnel.
Coordinates the activities of a program or project which has operational responsibility of considerable scope; assists in the development of project procedures and schedules; prepares project reports and related data.
Reviews state of accounts and records, and assists in preparing oral, written and statistical reports; provides professional level staff assistance to an administrative superior, division or department head in specially assigned areas of operation; assists and advises on matters pertaining to programs or projects assigned.
Responsible for maintenance of project records and documentation; facilitates the accomplishment of work through providing, obtaining and coordinating a variety of services.
Acts as administrative liaison among various County operational and administrative functions related to an assigned program or project; interprets and explains policy regulations and operating procedures.
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 light work that involves walking or standing most of the time and involves exerting up to 20 pounds of force on a regular and recurring basis, or skill, adeptness and speed in the use of fingers, hands or limbs on repetitive operation of electronic office equipment within moderate tolerances or limits of accuracy.
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
Tech Savvy Anticipates and adopts innovations in business-building digital and technology applications. Investigates technologies to learn some cutting-edge best practices. Uses digital/social media to benefit the team and add value to the work being done; understands how to avoid misuse of these tools.
Manages Complexity Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. Looks at complex issues from multiple angles; explores issues to uncover underlying issues and root causes; sees the main consequences and implications of different options.
Decision Quality Makes good and timely decisions that keep the organization moving forward. Seeks coaching from others to address routine problems; learns to handle these issues effectively. Bases decisions and actions on relevant rules and procedures.
Directs Work Provides direction, delegating, and removing obstacles to get work done. Confirms mutual agreement on accountabilities, fostering strong coordination and minimizing duplicated efforts. Communicates delays or problems early so others can manage their own work schedules effectively.
Plans and Aligns Plans and prioritizes work to meet commitments aligned with organizational goals. Outlines clear plans that put actions in a logical sequence; conveys some time frames. Aligns own work with relevant workgroups. Takes some steps to reduce bottlenecks and speed up the work.
Optimizes Work Processes Knows the most effective and efficient processes to get things done, with a focus on continuous improvement. Generally follows defined and communicated standards, methods, and procedures. Seeks advice and finds ways to work better within processes. Makes some reasonable suggestions to improve work methods.
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. Listens attentively and takes an interest. Keeps others well informed; conveys information clearly, concisely, and professionally when speaking or writing.
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.
Broward is a dynamic county that offers an exciting, stable career with incredible employee benefits such as 11 annual holidays, accrued annual/vacation and sick leave, FRS retirement, $50,000 of free life insurance, training and development, and participation eligibility in a deferred compensation (457) plan with a match up to $2,600. In addition, Broward County offers 2 health plans, a High Deductible Health Plan (HDHP) with a County-funded Health Savings Account (HSA), and a Consumer Driven Health plan (CDH), Dental insurance, Vision insurance and Section 125 Flexible spending accounts for Medical Expenses and Dependent Care. Part-time 20+ benefit eligible employees receive the benefits described above at a reduced amount.
01
Please note that Broward County is no longer accepting attachments to job applications, including resumes, or similar supporting documentation. The information referenced in your online application is used to determine your qualification in meeting the minimum requirement of the position for which you are applying. For example, if you list that you have six years' experience in a certain field, that experience must be easily identifiable in the "Work Experience" section of your application. Please ensure that you complete the application in its entirety and include all information that you want to be considered.Please check the box below to acknowledge that you have read this message.
I acknowledge that I have read and understand the above message.
02
Do you have an Associate's degree from an accredited college or university with major coursework in business or public administration or closely related field?
Yes No
03
Do you have four (4) years in staff administration, management, and organization or closely related experience?
Yes No
04
Do you have six (6) months lead work/supervisory experience?
Yes No
05
How many years of experience do you have in a technical clerical, administrative capacity, or closely related?
Less than 2 years 2 years More than 2 years
06
You may be required to perform 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. Are you able to perform these essential job functions of the job with or without reasonable accommodation?
Yes No
07
Are you able to work a flexible schedule that may include the following? Select all that apply:
Days Evenings Nights Saturdays Sundays None
08
What is your highest level of education?
No Degree Associate's Degree Bachelor's Degree Master's Degree Doctoral Degree
09
Do you have any of the following experience? Select all that apply:
4 years' experience with public procurement processes, specifically purchasing experience 4 years' experience using Microsoft Office (applications, must include intermediate proficiency in Excel) 2 years' experience in project coordination 2 years' working knowledge of AutoCAD 1 year knowledge of Adobe Photoshop/Illustrator 2 years' working knowledge of Database setup Microsoft Office Certified
10
Indicate your level of proficiency in Microsoft Word.
None Beginner Intermediate Expert
11
Indicate your level of proficiency in Microsoft Outlook.
None Beginner Intermediate Expert
12
Indicate your level of proficiency in Microsoft Excel.
None Beginner Intermediate Expert
13
Describe the most complex document you have created in Excel and the features or tools that you used to create the document.
14
Describe your experience managing project schedules.
15
Describe in detail your experience with public procurement processes, specifically purchasing.
16
Describe in detail your experience using Microsoft Office.
17
Describe in detail your experience with project coordination.
18
Describe in detail your experience using AutoCAD.
19
Describe in detail your experience working with Database set-up.
20
Describe in detail your experience working with Adobe Photoshop/Illustrator.
21
This job may require travel to various library locations within Broward County. Do you possess a valid Florida driver's license and reliable mode of transportation?
Required Question