ADMINISTRATIVE COORDINATOR - FINANCE

Village Center Community Development District•The Villages, FL

1h•$0 - $24•Onsite

About The Position

The Administrative Coordinator supports the Finance Director and other Finance Department staff by performing complex administrative duties and overseeing daily office operations under the Finance Director’s direction. With minimal supervision, the incumbent plans work methods and sequences to complete duties within required timeframes. The role works with managers and staff across the District, elected board members, residents, vendors, other government entities, and the public. It also supports other department supervisors and completes assigned projects. Responsibilities span budget and reporting, annual audit compliance, information management, federal, state, and bank compliance reporting, and general administrative operations. The coordinator manages departmental supply and maintenance budgets, supports audits and reporting deadlines, maintains information published on the District website, and coordinates required banking, tax, and public-fund compliance records. The role also prepares materials for Board of Supervisors meetings, supports HR processes, coordinates department IT issues, oversees office procedures, and provides customer service and correspondence support. The position requires a well-rounded administrative professional with knowledge of Finance Department functions, strong organizational and communication abilities, attention to detail, and advanced customer-service skills. Work takes place in an interior, air-conditioned office with moderate noise, temperature variation, and frequent interruptions. The job regularly involves office equipment and extended sitting and computer work, along with other movements; occasionally, the employee may climb stairs, crawl, or lift or move up to 25 pounds.

Requirements

Bachelor’s degree or equivalent from an accredited four-year college or university; alternatively, an associate degree in Business Administration, Accounting, or a related field plus one year of experience, or two years of high-level administrative experience. Business Administration, Accounting, or a related field is preferred for the bachelor’s degree.
Valid Florida Driver’s License.
Florida State Notary Public.
Successful completion of background screening.
Well-rounded administrative professional expertise and general knowledge of Finance Department functions, including Accounts Payable, Accounting, Administration, Payroll, month-end reporting, annual audit reports, vendor payments, and bond payoffs.
Intermediate to advanced proficiency in Microsoft Word, Excel, Access, Outlook, Visio, Publisher, and PowerPoint.
Strong work ethic and commitment to optimal customer service.
Ability to proofread documents, identify errors, and suggest corrections.
Ability to write reports and business correspondence for managers, clients, customers, and the public.
Ability to organize and multitask in a fast-paced environment while meeting multiple demanding deadlines.
Ability to meet customer-service standards for internal and external customers and written and verbal communication standards, and maintain a professional appearance.

Nice To Haves

Bachelor’s degree preferably in Business Administration, Accounting, or a related field.
High-level administrative experience preferably in Finance or Accounting.

Responsibilities

Manage the department’s supply, maintenance, and repair budgets and run monthly departmental financial statements to monitor expenditures.
Assist with auditors’ interim and year-end fieldwork requirements, review audit reports for submission to District Boards of Supervisors, prepare and transmit audited financial reports, and assemble audit report letters.
Maintain the Finance page on the District website and upload monthly financial statements and annual audited financial reports within required deadlines.
Maintain Public Deposit Identification and Acknowledgement forms for public-fund bank accounts and prepare and submit the Public Depositor Annual Report to the Florida Chief Financial Officer by November 30 each year.
Monitor and renew District State Tax Exempt Certificates, obtain FEIN numbers for new Districts or organizations as requested, and maintain related files.
Maintain signatory and wire agreement lists for District bank and investment accounts as personnel or District Supervisors change.
Prepare and submit agenda items and Board resolutions for Board of Supervisors meetings within required timeframes.
Maintain the Financial Organization chart, fund transfer log, Finance Department PC assignment inventory, and other departmental documents.
Prepare purchase requisitions, travel requests, check requests, and leave request forms as required.
Assist with HR tasks, including interview scheduling, employee development training, performance evaluation and leave tracking, and Employee Change Notices for hires, promotions, transfers, and terminations.
Serve as the department’s primary liaison for IT issues, coordinating communication, support, and resolution with IT personnel.
Oversee general office procedures, assist and guide clerical and administrative staff as requested or directed, review outgoing correspondence, ensure customers are served promptly, and provide phone coverage.
Prepare routine and non-routine business correspondence within required timeframes.
Maintain effective working relationships with department and District colleagues, board members, residents, vendors, other government representatives, and external contacts.
Provide exceptional customer service and model the District’s values of Hospitality, Innovation & Creativity, Stewardship, and Hard Work.
Perform other assigned duties and may perform additional duties during an emergency.