Administrative Officer, Senior OAS

Broward County Florida
US - Florida - Fort Lauderdale
January 28, 2025

REQUIREMENTS AND PREFERENCES
The Broward County Board of County Commissioners is seeking qualified candidates for Administrative Officer, Senior.General Description Performs responsible professional and administrative work assisting in the operations of a County division.
Works independently, under limited supervision, reporting major activities through periodic meetings.
Minimum Education and Experience Requirements Requires a Bachelor'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 administrative experience in a governmental agency including two (2) years of supervisory experience depending on area of assignment.

Special Certifications and Licenses None. Preferences Master's degree or higher in related field
Four (4) or more years PeopleSoft (manager) financial experience
Four (4) or more years Kronos (Supervisor) time and attendance
Four (4) or more years managing purchasing functions
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.

Manage Procurement Operations for the Department:
Responsible for the purchase of PPEs and emergency supplies for the Divisions.
Oversee procurement/purchasing functions for Human Services departmental divisions.
Responsible for reviewing, approving and processing the Department's contractual obligations for Master Agreements, receivers and other purchase requisitions in PeopleSoft.
Currently oversee and supervise the processing of over 40 current master agreements, which involves tracking of expenditures and ensuring compliance with master agreements, ensuring that divisions do not over expend on the master agreement amounts, and working with Purchasing to amend any agreements as needed.
Currently oversee the Adobe licenses for the department which involves working closely with ETS for chargebacks
P-Card coordinator for the Department including reviewing, analyzing and approving monthly P-card charges for the respective Divisions and Department.
Responsible for creating and updating a Procurement manual and coordinating training sessions including assessing the outcomes.

Manage the Payroll Functions for the Department:
Ensure that agencies uphold the County's and Human services payroll procedures by creating and updating an OAS payroll training manual.
Responsible for ensuring payroll compliance with the County's Union contract agreements in Kronos.
Responsible for coordinating payroll sessions for decentralized Human Services Divisions.
Run PeopleSoftHR payroll reports as requested by divisions
Run Kronos reports for Human Services Department to track exceptions.

Supervise:
Supervise (4) employees performing a variety of purchasing and accounting functions
Supervise employee responsible for cellphone/air card coordinator for the department including cellphone charges and tracking

Audit:
Responsible for keeping accurate procurement records of Human Services OAS departments for audit purposes.
Assist with internal/external auditors and ensure the staff complies with the County procurement policy and the P-card policy.
Audit invoices against master agreements.
Audit emergency leave spreadsheet
Audit timecard adjustments

Approval:
Approve purchase requisitions Level 2
Approve cash receipts for all Human Services Divisions
Approve P-Card transactions

Special Projects:
Provide procurement support for emergency preparedness.

Supports a wide range of administrative functions in support of the agency's goals; assists in developing and implementing divisional policies, procedures and programs; coordinates programs and projects; conducts studies and research to determine needs and supports division objectives; and ensures that all documentation is properly completed, stored and archived according to required retention schedules, and routed accordingly.

Assists in preparing and administering the division's operating budget and other finance related activities.

Works on special projects assigned by the Division Director; composes various division correspondence, reports, and responses to upper management; represents and assists the Division Director at various public and professional meetings or conferences, and chairs or attends meetings to create, modify or improve division procedures; confers with local, state, and federal officials, contractors, vendors, civic leaders, and the general public regarding divisional operations; addresses public groups; monitors email and coordinates with other County agencies and County constituents on various issues.

Recommends and implements organizational and administrative changes and internal procedures as needed; and maintains divisional information sharing systems such as the division's SharePoint and/or website.

Performs related work as assigned.

WORK ENVIRONMENT
Physical DemandsPhysical 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.

None.

SPECIAL INFORMATION

Competencies

Financial Acumen

Interprets and applies key financial indicators to make better business decisions. Determines and estimates the main direct and indirect costs; makes generally appropriate decisions regarding expenditures. Studies financial and quantitative information; uses data to improve performance.

Manages Complexity

Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. Consistently looks at complex issues from many angles; obtains a rich and deep understanding; swiftly cuts to the core issue; skillfully separates root causes from symptoms.

Cultivates Innovation

Creates new and better ways for the organization to be successful. Offers creative ideas, finds unique connections between previously unrelated elements. Actively encourages and supports others' creativity; builds upon and strengthens new solutions in a positive and collaborative manner.

Plans and Aligns

Plans and prioritizes work to meet commitments aligned with organizational goals. Strengthens alignment and coordination between own work and others', providing well-sequenced activities and exact time frames. Foresees and resolves many potential bottlenecks and delays.

Optimizes Work Processes

Read the full job description and apply online on the recuiter's web-site

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