Administrative Officer

Broward County•Fort Lauderdale, FL

2d•Onsite

About The Position

The Broward County Board of County Commissioners is seeking qualified candidates for the position of Administrative Officer for the Finance and Administrative Services Department - Administration Section. The Finance and Administrative Services Department (FASD) serves as the internal support system for Broward County’s service delivery network. The department manages six (6) divisions and fulfills essential countywide functions, acting as the County’s financial services administrator, accounting and financial records manager, procurement and acquisition specialist, risk and insurance services coordinator, records and information management officer, and revenue and collections administrator. The Administrative Officer provides administrative, operational, and executive-level support to administration leadership within FASD. The role coordinates financial-related activities, manages personnel processes, oversees administrative workflows, and serves as a liaison between internal and external stakeholders. This position requires strong organizational skills, independent decision-making, and the ability to manage multiple priorities in a high-volume environment.

Requirements

Executive-level administrative practices, including correspondence preparation, agenda development, and records management.
PeopleSoft, Online Recruiting System (ORS), and other County-wide administrative systems.
Methods of collecting, analyzing, and reporting administrative and financial-related data.
Meeting management practices, including agenda preparation, minute taking, and official record submission.
Office management, reception operations, and customer service principles.
Coordinating complex administrative processes across multiple divisions and stakeholder groups.
Managing calendars, scheduling meetings, and organizing conferences with accuracy and efficiency.
Preparing professional correspondence, memorandums, reports, and related documentation.
Interpreting and applying County policies, procedures, and administrative guidelines.
Using software applications including PeopleSoft, ORS, Microsoft Office, and digital approval systems.
Maintaining accurate and confidential personnel and organizational files.
Handling time-sensitive inquiries and requests from Commissioners, County Administration, executive leadership, and external partners.
Managing front desk operations and providing high-quality customer service.
Bachelor’s degree from an accredited college or university in business administration, public administration, or a closely related field.
One year of relevant experience may be substituted for each year of required education.
Requires two (2) years of administrative experience providing support to senior-level executives, including the preparation and review of documents, spreadsheets, and reports, plus two (2) years of supervisory or lead experience within a large-scale business operation.
Candidate possesses and maintain a valid Florida Driver's License

Nice To Haves

Masters degree from an accredited college or university with major coursework in business administration, finance, or closely related field
Certified Administrative Professional (CAP)
Certified Microsoft Office Specialist
Adobe / ADA Accessible Documents proficiency
Advanced proficiency in Excel (formulas, vlookups, pivot tables)
PeopleSoft proficiency (requisitions, budget reviews, expense reports, travel)
Legistar agenda management proficiency
One (1) year or more experience in using PeopleSoft HR Systems (HCM) or PeopleSoft Financials

Responsibilities

Coordinates and schedules meetings with staff to address financial project processing.
Prepares agendas and related documents for financial-related meetings.
Reviews and finalizes memorandums and letters for signature and distribution.
Compiles reports as requested for financial-related data.
Prepares time-sensitive executive correspondence and memorandums.
Arranges meetings, conferences, and manages executive calendars.
Serves as an administrative liaison on behalf of the Deputy Chief Financial Officer, and the Chief Negotiator, handling administrative issues and communicating with County Commissioners, County Administration, the Office of the County Auditor, the Office of the County Attorney, other agencies, vendors, and financial stakeholders.
Authorized to make decisions on routine matters.
Coordinates division staff meetings, retreats, annual work planning sessions, conferences, and County Leaders’ meetings, including preparation of agendas and materials.
Manages the digital signature request electronic folder used for approvals, access forms, and personnel action forms.
Attends meetings with HR staff and management to ensure timely submittal and processing of documentation.
Utilizes the Online Recruiting System (ORS).
Performs actions related to scheduling interviews, completing onboarding and offboarding paperwork, processing reclasses, salary adjustments, retirements, and resignations in PeopleSoft.
Maintains division organizational flowcharts and personnel records.
Oversees the Front Desk Reception area, including interaction with County Administration and Directors, receiving office deliveries, and coordinating document submittmits for review and processing.
Coordinates time-sensitive responses submitted to County Administration, including Board Meeting Inquiries requested by Commissioners prior to approval of items on scheduled Commission Board meeting agendas.
Composes correspondence and memorandums; arranges conferences; interprets administrative policies; relays instructions and policy and procedural decisions; acts for supervisor on routine matters; represents supervisor at conferences and meetings, including contacts with outside agencies.
Assists in identifying problems or factors inhibiting the effective accomplishment of agency goals and objectives; assists in determining requirements and scope of necessary study in light of objectives and problems to be solved; collects and analyzes data; develops alternatives and makes specific recommendations to superior; may assist in implementation of recommendations.
Acquires and disseminates information concerning work methods and procedures, organization, work controls and similar management functions; studies actual and potential problems and recommends appropriate solutions; conducts fact-finding interviews, observes operations, consults with and explains to management recommendations made for changes in work operations and other key actions proposed.
Assists in preparing a variety of written documents including study plans, special and regular reports, systems and organizational analyses and work flow charts; assists in preparing drafts of rules and regulations pertinent to the particular area assigned.
May supervise and/or participate in the formulation, preparation and control of the agency budget.
May be assigned to direct various phases of agency administrative operations.
Performs related work as assigned.