Administrative Coordinator - Disaster Grants (Fort Lauderdale, FL)
General Purpose of the Position:
Provide general programmatic and administrative support to the Quality Assurance Department and its various grants, such as the National Dislocated Worker Grant, National Disability Disaster Grant, and other potential grants.
Essential Responsibilities and Duties:
Process interpreter forms, invoices, purchase requisitions, mileage and travel requests.
Make travel arrangements for various department members.
Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheets, word processing, database management, and other applications.
Prepare a wide variety of invoices, reports, memos, letters, and other documents, using word processing, spreadsheet, database, and/or presentation software.
Prepare agendas, take and transcribe minutes, and make arrangements for committee and other meetings.
Periodically interact with board and committee members.
Research, and prepare reports and analysis for VP of QA and other department staff.
Track and summarize relevant legislation and workforce communications.
Coordinate and schedule internal and external meetings and events for VP of QA and other department staff as needed.
Set up and maintain paper and electronic filing systems for records, correspondence, reports and other material.
Perform general office duties, such as ordering supplies, retrieving and filing agency documents, records and reports, along with opening, sorting, and distributing incoming correspondence, including faxes and email.
Complete forms in accordance with programmatic and agency procedures.
Review work done by others to check for correct spelling and grammar, ensure that agency format policies are followed, and recommend revisions.
Review customer timesheets and vendor invoices for accuracy according to an invoice checklist.
Serve as a liaison between CareerSource Broward (CSBD) and vendors to enable CSBD to purchase items needed for customers under the Disability Disaster Grant.
Work with the Senior Quality Assurance Analyst to update the disability portion of CSBD’s website as needed.
Create social media blasts regarding various programs in the Quality Assurance Department in coordination with CBR.
Conduct CSBD Website and Intranet reviews as required.
Conduct exit surveys, tabulate data, and produce reports for various CSBD surveys.
Utilize QA Department’s electronic survey software to send out surveys to customers and tickets to center staff for follow up and track, accordingly.
Participate in agency’s quality improvement initiatives by continually focusing on strategic planning and improving customer service.
Communicate with coworkers, management, staff, clients, and the general public in a courteous and professional manner.
Conform with and abide by all regulations, policies, work procedures, and instructions.
Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
Respond promptly when returning telephone calls and replying to correspondence, emails, and faxes.
May be assigned other responsibilities on a temporary or ongoing basis as necessary for the delivery of quality service within the Department or CareerSource Broward as an organization.
Supervisory Controls and Guidelines:
Incumbent is under the direct supervision of the Vice President of Quality Assurance. Areas of work are assigned and the incumbent must use independent judgment to determine how to best achieve the established objectives. Incumbent may receive additional assignments through other staff within the QA Department, with approval of the supervisor. The supervisor monitors the work. Work is spot-checked by the supervisor or other designated department staff for accuracy, completeness and compliance according to established procedures. Supervisor is available for assistance if a particularly difficult problem arises. WIOA regulations, including federal and state rules and guidelines, CareerSource Broward personnel rules, policies, and procedures, labor laws, technical assistance guides and current best practices research are tools used by the incumbent.
Education, Experience and Knowledge Required:
An Associate’s Degree or equivalent plus five years of progressively responsible secretarial and/or administrative experience are required. Prior administrative experience in workforce development and in a fast-paced work environment is preferred. Bachelor’s degree preferred.
Incumbent must be experienced in and demonstrate strong oral and written communication skills. Incumbent must have prior experience achieving excellence, demonstrating continuous improvement. Strong ability and demonstrated experience in balancing multiple priorities, meeting deadlines, working independently, and achieving assigned tasks are required. Must be proficient in all Microsoft Office applications and possess extensive Word and Excel skills, and possess the ability to utilize the Internet to conduct research and obtain data. The ability to establish and maintain effective working relationships with other employees at all levels and the general public; the ability to prioritize work; the ability to perform many tasks in a short time frame is necessary; and the ability to follow oral and written instructions.
A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.
This position description in no way states or implies that these are the only job duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be used to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to write, type, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand, walk, or climb; or balance; and bend, stoop, or kneel. The employee must occasionally lift and / or move up to 10 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus to read numbers and small print.
The work environment characteristics are representative of those an employee encounters in an office environment.
Pay: from $18/hour
Job Status: Full Time