Administrative Specialist-Recovery & Resiliency

Job Title

This position performs responsible work on a professional level performing a variety of operational and managerial tasks. The principal role of the Office of Recovery and Resiliency (ORR) is to administer the County's $462 million in CDBG-DR funding. Primary responsibilities for this position include providing comprehensive administrative and operational support to the Director and four Activity Project Managers, including managing schedules, coordinating communications, preparing reports and presentations, tracking program activities, ensuring compliance with regulatory requirements, and facilitating the efficient flow of information and resources across ORR. This is a fast-paced work environment that requires progressively responsible work on a professional level performing a variety of operational and managerial tasks.

This position is grant funded and will conclude when the scope of the position is no longer necessary.

Illustrative Duties

These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.

• Studies management methods to improve workflow, simplify reporting procedures, and implement cost reductions.
• Provides comprehensive administrative support to the Director and four Activity Project Managers, including scheduling, correspondence, and document management.
• Coordinates collection and preparation of annual and operational reports such as attendance records, terminations, new hires, transfers, budget expenditures, and performance data.
• Analyzes data and makes recommendations based on analysis.
• Maintains, records, and preserves all official records, documents, and proceedings of the office.
• Serves as the Kronos timekeeper, ensuring accurate time entry and approvals.
• Serves as the primary liaison for the Special Case Panel, including preparing agendas, taking minutes, and drafting memos and correspondence.
• Serves as the records custodian, overseeing the organization, retention, retrieval, and secure handling of all program-related records.
• Serves as the Appeals Coordinator, managing the appeals process, ensuring timely processing, coordinating with program staff, and sending determination notifications.
• Receives, tracks, and facilitates the resolution of complaints in coordination with program staff.
• Serves as the point of contact for the System of Records (Canopy), maintaining accurate program data, tracking outcomes, and supporting reporting requirements.
• Coordinates with Human Resources division on filling vacancies, advertising, and subsequent testing procedures.
• Initiates projects and works independent of close supervision.
• Prepares reports including conclusions and recommendations for solutions of 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.

Knowledge, Skills & Abilities

• Knowledge of internal and office systems analysis.
• Knowledge of effective supervisory practices and procedures.
• Knowledge of office and performance analysis.
• 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 interpret policies and procedures.
• Ability to analyze operations and recommend procedures to improve performance.
• Ability to make sound management decisions based on available information.
• Ability to coordinate various activities within an agency to improve performance standards and operations.
• Ability to study systems and make recommendations to improve or revise current systems.
• Ability to supervise others.
• Ability to work independently.
• 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.

ADA REQUIREMENTS

Physical Demands: Sedentary work. Ability to see. Ability to lift 10 pounds, carry, push, pull, handle, climb, crouch/kneel, reach; Finger dexterity. Visual acuity (peripheral vision and depth perception) necessary to operate a motorized vehicle.

Environmental Demands: Inside work.

Mental Demands: Ability to read and comprehend technical and professional journals and manuals; financial reports, letters, memos, abstracts, instructions; legal documents, ordinances and statutes. Ability to perform general mathematical functions. Ability to write reports, financial 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.