Minimum Qualifications
Bachelors Degree from accredited college or university. Three years of administrative experience in governmental operations required. Additional related experience may substitute for the required education on a year-for-year basis. Master s degree may substitute a year of required experience.
Recruitment Notes
The Administrative Services Coordinator is responsible for planning, organizing, and directing a wide range of administrative functions within a central administrative division or a major operational area of the Clerk of the Court and Comptroller (COCC). The position oversees diversified administrative activities such as expenditure oversight, travel coordination, continuity of operations planning, public records inquiry tracking, procurement and inventory control, personnel administration, information systems analysis, and special projects.
Incumbents typically serve as division heads or as assistants to administrative or operating division heads in large departments. Work involves significant independent judgment and the application of management expertise to ensure efficiency, compliance, and the achievement of departmental goals. Supervision is exercised through subordinate supervisors and professional staff, with performance evaluated based on adherence to policies, quality of results, and overall contribution to organizational objectives.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Reviews the work of professional, administrative, and clerical staff engaged in financial management, budget preparation, specialized investigations, and other departmental activities.
- Assists in preparing and securing approval for division budget documents. Works with Sr. Leads on the Business Plan activities, planning meetings and creating the final Business Plan for submission.
- Establishes departmental administrative orders, policies, and procedures.
- Develops management information systems and reporting formats to support data-driven decision-making by department leadership.
- Designs and implements inventory control procedures for receipt and distribution of materials and supplies.
- Review documents for Directors' signature to ensure proper supporting documentation is included and adequate.
- Administers personnel recruitments acting as a liaison to COCC HR. Maintains and reconciles Table of Organization and Informs department position management reports. Conducts departmental employee orientation, reviews and completes new hire forms for recruitment and onboarding. Works with manager on the preparation of Job Descriptions.
- Reviews and prepares specifications for the acquisition of goods and services.
- Evaluates proposed contracts, service agreements, and leases for compliance with applicable laws and COCC regulations. Works with COCC procurement for contract execution and creation of Purchase Orders.
- Provides technical guidance and assistance to departmental personnel on contract and Scope of Work preparation and procedures.
- Develops and maintains administrative policies to ensure accurate information flow among programs, divisions, and funding sources.
- Recommends and makes decisions related to hiring, discipline, promotion, leave authorization, and overtime approval.
- Reviews and evaluates employee performance reports and ensures fair and consistent performance ratings.
- Performs other related duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
- Thorough knowledge of general management, public and business administration principles, and their application to government operations
- Strong understanding of large-scale budget development, justification, monitoring, and reporting processes.
- Comprehensive knowledge of federal, state, and county laws, rules, and regulations governing departmental operations and financial management
- Proficiency in public personnel administration, including supervisory principles and practices
- Knowledge of accounting principles and computerized financial systems used in governmental settings
- Familiarity with data processing, cost accounting, and modern office administration practices
- Understanding of inventory control, procurement, and requisition procedures
- Ability to supervise and motivate a diverse staff while fostering teamwork, accountability, and high morale.
- Ability to exercise sound judgment and discretion in interpreting and applying departmental policies and procedures
- Skill in developing and implementing effective administrative programs and evaluating their outcomes
- Ability to delegate authority appropriately and monitor progress to ensure completion of objectives
- Strong interpersonal skills for establishing and maintaining effective working relationships with colleagues, management, and external stakeholders
- Excellent verbal and written communication skills, with the ability to convey complex information clearly and concisely
- Ability to train and mentor staff within assigned areas
- Analytical ability to extract and apply relevant facts and policies to resolve complex administrative issues
- Competence in evaluating operations to determine whether department goals and objective are achieved
WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS
- Work is primarily office-based with potential for remote or hybrid work (as approved by Manager), depending on organizational policy, position, and job duties. These arrangements are subject to change at any time.
NOTE
This description is a representative summary of major job duties. Additional responsibilities may be assigned as necessary.
For questions regarding this job posting, applicants may contact the Clerk of the Court and Comptroller Human Resources Department at hr@miamidadeclerk.gov.