Administrative Office Coordinator - Clean & Safe

EEO Statement

The City of Delray Beach does not discriminate on the basis of race, color, national origin, sex, religion, age or disability, marital status, family status or sexual orientation in employment or the provision of services.

The City will not consider applicants who have used tobacco or nicotine products for a period of at least three months prior to application for employment.

Veteran's preference applies.

This is an administrative support position to the Neighborhood & Community Services Clean & Safe Administrator. This work involves advanced office management and coordination of services. The position requires strong organizational skills to coordinate, oversee and monitor a wide variety of procurement contracts and agreements, professional and technical services agreements, memorandum of understanding and similar documents ranging from routine to complex.

This work involves monitoring contract processing procedures and activities, reviewing contract requests and proposals. Work is performed under the supervision of the Clean & Safe Administrator.

• Answer telephones and assist with inquiries.
• Assist with coordinating budget preparation for the department which includes developing and coordinating budget schedules and ensuring timely completion of the annual budget.
• Track expenditures for operating budgets, training and supply budgets for various divisions to ensure compliance with budgetary limits. Perform intermediate technical entries for authorized budget transfers.
• Organize documentation for upcoming meetings.
• Assist with preparation of department policies and procedures.
• Assist with employee and divisional processes and employee manuals.
• Conduct research on benchmarking with partners and other cities for better practices.
• Assist with public records requests; perform research and retrieval of records.
• Assist with preparation and maintenance of department records.
• Work collaboratively with internal departments to plan and anticipate contract timeline milestones and deliverables.
• Enter invoices into Tyler New World and create check requests when applicable.
• Assist in preparing accomplishment reports.
• Act as backup for payroll entry, invoice entry and departmental credit card reconciliation for departmental expenditures.
• Participate in Emergency Management, i.e., Damage Assessment Team.
• Perform all functions and responsibilities according to the Palm Beach County Commission on Ethics Code of Ethics.
• Foster positive employee relations and employee morale on a City‑wide basis.
• Graduation from an accredited two‑year college with an Associate degree in Accounting, Economics.

• Three (3) years or more experience in budgeting and/or moderately complex accounting work.
• Or a High School Diploma or GED certificate and five (5) years or more of verifiable work experience involving staff assistance and advanced clerical support.
• Must have a State of Florida Notary Public or acquire one within one (1) year of employment.

Knowledge of office practices and procedures; ability to understand and follow oral and written instruction; ability to make arithmetic computations and tabulations accurately and with reasonable speed; skill in typing accurately; skill in the use of data input equipment; ability to work on projects independently; ability to follow written and verbal directives; conduct research for best practices; skill at interpersonal relationships;

knowledge of business English, spelling and punctuation to prepare documents and compose letters; knowledge of the Department’s and City’s policies, procedures, practices and codes; ability to operate a PC, keyboard, computer or mouse; ability to analyze a variety of administrative problems and to make sound recommendations; ability to schedule clerical staff; ability to manage and prioritize routine, specialized and complex assignments and problems utilizing knowledge acquired through prior education, training and experience;

ability to communicate effectively in oral and written form; ability to adapt to an evolving and continually improving environment;…