Administrative Operations Specialist II - 051542

$52,707 - $52,707/Yr

St. Lucie County Board Of County Commissioners

Full-time - Entry Level

About the position

The Administrative Operations Specialist II position at St. Lucie County Board of County Commissioners involves a diverse range of complex job assignments that are primarily focused on administrative, operational, or technical functions within the County. This role requires the application and interpretation of complex policies, regulations, and guidelines, necessitating independent judgment and discretion, particularly as it pertains to confidential information related to employee attendance, departmental budgets, and employer-employee relationships. The position is integral to the smooth operation of the Environmental Resources Department, providing specialized assistance in various operational functions including purchasing, budget management, and financial analysis. In this role, the specialist will be responsible for researching operational issues, preparing detailed reports, and making recommendations to management based on their findings. They will also handle complex inquiries and complaints from the public and other agencies, ensuring that all administrative processes are managed effectively. The specialist will administer specific programs and processes, evaluate and recommend changes to improve efficiency, and maintain complex spreadsheets and databases to support departmental operations. Additionally, they will prepare fiscal and administrative reports, monitor budgets, and act as a liaison for administrative issues related to facilities and operations. The position also involves establishing internal controls to mitigate risks of fraud and waste, developing inventory standards, and overseeing the preparation of various reports and meeting agendas. The specialist will supervise materials produced by others, ensuring quality and accuracy, and may provide training to staff on new procedures or software. Compliance with workplace injury reporting and workers' compensation requirements is also a critical aspect of this role. Overall, the Administrative Operations Specialist II is expected to perform a variety of job-related functions as required, contributing to the effective management of the department.

Responsibilities

• Provide complex specialized assistance with the operations and coordination of program and operational functions which may include purchasing, budget and/or financial analysis and report writing.
• Research operational issues and provide reports and recommendations to management.
• Resolve complex inquiries and complaints from the public, other agencies, and County employees.
• Administer programs and processes specific to department and assignment.
• Evaluate, recommend, and implement changes to work methods and procedures that increase efficiency.
• Create, update, and maintain complex spreadsheets, databases, and reports; compile and analyze data for reports.
• Prepare fiscal, administrative, and other statistical reports as deemed appropriate and/or as required.
• Monitor and track budgets and purchases.
• Act as a liaison regarding administrative issues related to facilities, operations, research, and program support.
• Establish and maintain internal controls with a special emphasis on the operational areas identified as having a high risk of fraud, waste, and abuse.
• Develop, implement and supervise systems and procedures to ensure adequate department/division budgetary and/or internal controls.
• Develop inventory standards; review and facilitate ordering process.
• Prepare a variety of reports, calendars, meetings, prepare agendas and minutes on behalf of department/division head.
• Supervise and oversee materials produced by others for internal and external distribution and provide direction in regard to content, credibility, readability, format/layout, style, grammar and/or composition.
• Perform departmental payroll functions and process personnel and/or purchasing information and/or transactions.
• Create and maintain standard operations procedures related to position and assigned projects and programs.
• Collaborate with other departments and work closely with staff in similar positions, to help coordinate and align procedures.
• Provide training to division/department staff on new procedures or software.
• Monitor personnel and departmental compliance with reporting of workplace injuries, workers' compensation requirements and return to duty.
• May provide work direction and review the work of lower-level staff.
• Understand and comply with the St. Lucie County Board of County Commissioners employee handbook and other established policies and procedures.

Requirements

• High School diploma or GED required.
• A minimum of 5 years of experience in a clerical/administrative support role.
• Hands-on experience using Microsoft Office Products, Windows operating systems, and office equipment.

Nice-to-haves

• Experience with budget management and financial analysis.
• Strong problem-solving skills and resourcefulness.
• Ability to handle a high volume of work under pressure.

Benefits

• Health insurance coverage
• Paid holidays
• Flexible scheduling
• Professional development opportunities
• Paid time off for volunteering activities