CareerSource Administrative Coordinator

Minimum Qualifications

Associate degree and two (2) years of experience in general office, clerical, and/or customer service, or related field; or any equivalent combination of related training and experience.  Applicants within six months of meeting the minimum education/experience requirement may be considered for trainee status.

A Valid Florida Driver License is required and a Motor Vehicle Record that meets the requirements of Alachua County policy #6-7; Motor Vehicle Records will be reviewed prior to employment.   If, in the past 24-month period, the applicants Motor Vehicle Record has more than three (3) moving traffic infractions or three (3) or more at fault motor vehicle accidents (or combination of both and /or a conviction/pending charge for driving under the influence) or is in violation of any standard mandated by Federal or State Law or Regulation, the minimum qualifications are not met for the position.

SKILLS TESTING REQUIRED – Only applicants who meet the minimum qualifications and submit the required skills testing scores will be referred to the next step in the recruitment for this position. 

This position requires a passing score on the following County's skills assessment tests: Microsoft Excel, Microsoft Word, and with a minimum score of moderate knowledge.   The assessment tests can be taken in person or online/remotely through the CareerSource North Central Florida.  The applicant must contact CareerSource North Central Florida atassessment@careersourcencfl.com to arrange testing.  

Passing scores must be received by the Human Resources Office via email at achr@alachuacounty.us no later than five business days after the posting closes. CareerSource North Central Florida is not responsible for submitting test scores to the Alachua County Human Resources Office. All scores are valid only for a period of 2 years from the date of testing.  

Successful completion of all applicable background checks pre-hire and ongoing are required.

Position Summary

This is administrative work in overseeing all aspects of the administrative functions related to workforce services in the CareerSource North Central Florida (CSNCFL).
An employee assigned to this classification is the primary point to ensure compliance and provide reports to the board; keeps administrative plan up to date and reflective of current processes; and responsible for updating the website with Board information and ensuring that that is kept up to date.

Work is performed under the direction of a higher level supervisor and is reviewed through conferences, reports, and observation of results obtained.

Examples of Duties

Exudes a positive customer service focus. Advocates building organizational culture through aligning decisions with core values. Schedules committee, full board, and consortium meetings. Ensures calendar invites are sent to all appropriate members and includes copy of agenda packet, along with a link and instructions, as required, to Zoom. Prepares for meetings, ensures meeting room is scheduled and set-up. Coordinates arrangements for staff, conferences, trainings, and other meetings. Takes and prepares meeting minutes. Distributes and posts official Board records and documents to website. Coordinates all activities of the board with the respective chair or necessary member. Ensures adherence with the Florida in the Sunshine Act; provides parliamentary advice as needed during meetings to the Board Chair. Monitors possible conflicts that may arise prior to and during meetings with any board member. Ensures that all board members’ required paperwork is completed annually, submitted to appropriate authorities, and maintained for review. Maintains and updates local area board’s membership and attendance records. Assists in the preparation of the meeting agendas by gathering information and organizing, copying, and assembling agenda packets; ensures deadlines are met for public notice, distributes packets, and posts to the company website. Ensures that contracts and other official documents are properly executed. Provides executive support by taking calls, coordinating executive and board member travel including financing, updating and maintaining  meeting calendars.
Coordinates the writing of and maintains all contracts, indefinite quantity agreements, memorandum of understanding, and letters of agreements with contractors.   Ensures that all procurement files include necessary data to reflect the life of the procurement action and includes all necessary documentation to prove a competitive process and evaluation. Maintains and updates the Administrative Plan to ensure that all administrative processes are detailed and kept current in a changing environment. Coordinates the internal monitoring processes and reports on the results to the Board. Reviews monthly bank statements for quality assurance. Maintains compliance with all personnel policies and procedures. Works retail hours and/or hours as assigned. 

Drives a personal vehicle regularly to perform duties as required.

Performs the duties listed, as well as those assigned, with professionalism and a sense of urgency. NOTE: These examples are intended only as illustrations of the various kinds of work performed in positions allocated to this class. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
KNOWLEDGE, SKILLS AND ABILITIES 
Knowledge of all regulations, acts, and laws affecting all Workforce plans and ensures that appropriate references and policies are in place. Knowledge of research, data analysis, and report writing.  Knowledge of all regulations, acts, and laws affecting all Workforce plans. Skill in excellent interpersonal communication and Public Relations. Skill in effective communication both orally and in writing. Ability to establish and maintain effective working relationships with employees, supervisors, government agencies and the general public. Ability to effectively communicate, both orally and in writing, including presentations and the preparation of written reports and memoranda.

 

PHYSICAL DEMANDS: 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 accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderately quiet.

An organization is only as good as the people it employs. To attract and retain the best team possible, the Alachua County Board of County Commissioners offers a competitive benefit program. We believe that if we expect our employees to support the County, we must first support the health and financial well-being of our employees and their families, now and as they plan for their future. BoCC-Contributed Benefits

• Medical/Health Insurance  
• Employee Life Insurance  
• Florida Retirement System  
• Employee Assistance Program

Optional Benefits

• Dental Insurance  
• Vision Insurance
• Supplemental & Dependent Life Insurance
• Deferred Retirement Program
• Flexible Spending Accounts
• Roth IRA
• Tuition Assistance Program  

NOTE: For detailed information regarding available benefits click here.

You may also view Frequently Asked Questions (FAQs) regarding benefits. 

• FLORIDA RETIREMENT SYSTEM (FRS) The Florida Retirement System is a retirement plan designed to provide an income to a vested employee and his/her family when the employee retires, becomes partially or totally disabled, or dies prior to retirement.  A defined benefit or defined contribution option may be chosen by the employee.
• TUITION ASSISTANCE PROGRAM Permanent, full-time employees are eligible for educational assistance funds. Contact the Human Resources Office for program details.
• HOLIDAYS Holidays are as follows: 

1. New Years Day  
2. Martin Luther King Day  
3. Memorial Day  
4. Juneteenth
5. Independence Day  
6. Labor Day  
7. Veterans' Day  
8. Thanksgiving Day  
9. Friday following Thanksgiving  
10. Christmas Eve (IAFF*)  
11. Christmas Day  
12. Additional Christmas Holiday (All non-IAFF employees)  
13. 2 Floating Holidays  (All non- IAFF employees)

*IAFF – International Association of Firefighters Pay periods are every two weeks, Monday through Sunday. Payday is Friday. International Association of Firefighters follow the General Contract 7k regarding holidays.

Vacation Leave – Generous vacation accrual rates with payout of unused accrued leave, with some restrictions. For more detailed information regarding vacation leave refer to Employee Policy Manual, Section 7-2.

Sick leave is earned at a rate of 4 hours per pay period by all permanent, full-time employees*. At the end of each fiscal year, eligible employees can convert up to 10 days of accrued sick leave to vacation leave on a 2:1 basis. For more detailed information regarding sick leave refer to Employee Policy Manual, Section 7-3 *Accruals slightly different for IAFF employee.

$45,760.00 Annually