Administrative Specialist

Administrative Specialist-Construction Specialist

The County of Volusia is seeking an experienced Administrative Specialist-Construction Specialist to join the Recovery & Resiliency Division. This position is located in DeLand, Florida.

This position will support the construction team with administrative tasks and will maintain efficiency and organization through coordination, scheduling, and documentation management. This is a fast-paced work environment which requires excellent soft skills in dealing with the public and the low-income community.

Note: This position is a grant funded position that ends when the scope of the position is complete.

Illustrative Duties

Coordinates and schedules meetings, site visits, and appointments for the construction team.

Assists with the preparation and tracking of project documentation, including contracts, change orders, reports, meeting materials, and presentations.

Maintains detailed and organized records of construction activities and documentation.

Facilitates communication between project managers, contractors, vendors, and other internal departments.

Supports construction team in pre- and post-construction administrative tasks, including compiling closeout documentation.

Studies management methods in order to improve workflow, simplify reporting procedures or implement cost reductions.

Proposes policies for division operations.

Finalizes Xactimate reports, damage assessments, and vendor scopes of work to support residential recovery.

Serves as a liaison between the construction team and vendors.

Performs initial review of construction related appeals and documentation.

Proposes improvements to construction team standard operating procedures.

Provides technical support for the system of record to the construction team.

Prepares weekly reports.

Prepares reports including conclusions and recommendations for solutions to administrative problems.

May be required to supervise subordinate staff.

May be assigned to other county locations based upon operational needs.

Attends work on a regular and consistent basis.

Must adhere to Federal, State, County and Local ordinances.

Responds to emergency situations.

Performs other duties as assigned.

Minimum Requirements

High School diploma or GED and six (6) years administrative experience or equivalent experience.

OR

Bachelor's degree in Business Administration, Public Administration, Political Science, Social Services, or related field, and two (2) years administrative experience or equivalent experience.

A comparable amount of education, training and experience may be substituted for the minimum requirements.

Must possess and maintain a valid driver's license at time of hire.

Must possess a valid Florida driver's license within 30 days of hire and maintain thereafter.

The preferred candidate, having met the requirements, will have experience and understanding of damage assessments, lead based paint assessments, residential construction, and Xactimate.

Knowledge, Skills & Abilities

Knowledge of program and line item budgetary procedures.

Knowledge of principles of personnel management.

Ability to conduct research and prepare reports based on findings.

Ability to properly maintain county records to ensure compliance with State and Federal laws and regulations.

Ability to express ideas clearly and concisely, orally and in writing to groups and individuals.

Ability to respond to emergency situations.

Ability to communicate effectively both orally and in writing.

Ability to establish and maintain effective working relationships.

Ability to work under stressful conditions.

Ability to interact effectively with others.

Must be able to relocate to other county locations based upon operational needs.

Physical Demands: Sedentary work. Ability to see. Ability to lift 35 pounds such as a ladder, carry, push, pull, handle, climb, crouch/kneel, reach; finger dexterity. Depending on assignment: Visual acuity (peripheral vision and depth perception) necessary to operate a motorized vehicle.

Environmental Demands: Both inside and outside work, including visits to active construction job sites. Exposure to inclement weather, including humidity, heat, rain, cold, dust, mildew, noise, and sun. Exposure to fresh and salt water, chemicals, mud, insects, toxic plants, snakes, and salt air. May be exposed to odors and toxic fumes.

Mental Demands: Ability to read and comprehend technical and professional journals and manuals; letters, memos, abstracts, instructions; legal documents, ordinances and statutes. Ability to perform general mathematical functions. Ability to write reports, memos, letters, instructions and procedures. Ability to speak publicly; conversant in theory and practices of discipline; persuasive speaking. Ability to analyze data and develop conclusions. Ability to identify and resolve problems.

Volusia County is a drug free workplace and an Equal Opportunity Employer committed to a diverse workforce. Veterans' preference is provided to qualified applicants pursuant to State law.