Administrative Officer Senior - Transportation Executive Administration

Requirements And Preferences

The Broward County Board of County Commissioners Transportation Department is seeking qualified candidates for the position of Administrative Officer Senior in the Transportation Executive Administration section.

THIS JOB ANNOUNCEMENT WILL REMAIN OPEN UNTIL A SUFFICIENT NUMBER OF APPLICATIONS HAVE BEEN RECEIVED AND MAY CLOSE AT ANY TIME

Key Responsibilities And Essential Functions

The Administrative Officer Senior is a highly skilled and experienced administrator who will assist the Director of Transportation on a broad range of high-level administrative tasks. Responsibilities include but are not limited to:

• Must always maintain confidentiality in both verbal communication and document security.
• Read and provide edit recommendations to unlimited internal/external documents related to safety, compliance, grants, budgets, policy and procedures, presentations, etc.
• The incumbent will be responsible for planning, coordinating, and ensuring the Department Director's schedules are followed and respected.
• Perform as a "gatekeeper" and a "gateway" managing direct access to the Department Director.
• Takes necessary actions for the department to achieve its objectives.
• Advises other administrative staff on policies and/or procedures to assure consistency in work and goals.
• Works closely and effectively with the Department Directors to keep them well-informed and prepared for upcoming commitments and responsibilities.
• The ability to identify operational issues that impede progress to achieving goals and make recommendations to the Director for improvement.
• The incumbent may be assigned special projects that require research, tracking, and data analysis, and be required to travel to various locations.
• Acts as a "barometer", having a sense of critical issues taking place in the work environment and keeping the Director updated.
• The Administrative Officer Senior may have to handle disgruntled customers/complaints with diplomacy and calm.
• Proactively takes on assignments with minimal direction and operational guidelines. This may include taking meeting minutes, composing, and sending correspondence or emails on behalf of the Director, arranging County Administration and/or Commissioner meetings and correspondence with the Director, coordinating with federal, state, and local transportation agencies, assisting with Board agenda preparation, coordinating audit responses, preparing PowerPoint presentations as directed.
• Participate in budgetary activities and reports. Assure records are maintained per Florida State Law and participate in proper document archiving/destruction on an annual basis.
• The ability to travel to various Transportation, County, and public locations for work assignments, events, and/or meetings.
• Manage complex calendars and appointments; prepare and disseminate correspondence that may be confidential; arrange travel plans, itineraries, and agendas and compile documents for travel-related meetings.
• Supervises two (2) Office Support Specialists, providing assignments, training, and structure to the positions.
• Must be able to navigate with proficiency Microsoft programs, PeopleSoft, Kronos, and other critical software programs.

Preferences

Master's Degree

Doctorate Degree

Project Management Certification

Microsoft or Excel Certification

Two (2) years of experience with a Transportation Agency

Two (2) years of experience in government budgetary and strategic planning work

Two (2) years of experience related to managing special projects for agency leadership

Two (2) years of experience working in PeopleSoft financial and accounting applications.

Demonstrated proficiency in MS Office applications including Excel and PowerPoint

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, public administration, or a closely related field.

(One year of relevant experience may be substituted for each year of the required education.)

Requires four (4) years of administrative experience in a governmental agency including two (2) years of supervisory experience depending on the area of assignment.

Special Certifications and Licenses

None.

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.

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 Demands

Physical 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

County Core Competencies

All Broward County employees strive to demonstrate the County's four core behavioral competencies.

• Customer focus: Building strong customer relationships and delivering customer-centric solutions.
• Values differences: Recognizing the value that different perspectives and cultures bring to an organization.
• Collaborates: Building partnerships and working collaboratively with others to meet shared objectives.
• Instills trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity.

Americans With Disabilities Act (ADA) Compliance

Broward County is an Equal Opportunity Employer. The ADA requires Broward County to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with the Professional Standards/Human Rights Section.

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.