Hybrid Administrative Compliance Specialist bei TAMPA BAY WORKFORCE ALLIANCE INC

Description

JOB SUMMARY: 

This position is responsible for various accounting, compliance, administrative and monitoring functions. It is responsible for processing and maintaining large numbers of records while providing specialized support and demonstrating a strong knowledge of departmental policies and procedures.  

ESSENTIAL JOB FUNCTIONS: 

(The following duty statements are illustrative of the essential functions of the job and do not include non-essential or marginal duties that may be required. CareerSource Hillsborough Pinellas reserves the right to modify or change the duties or essential functions of this job at any time).

• Update and maintain the Organization’s contract management system. 
• Coordinate new and renewal contract meetings with internal and external groups, as applicable. 
• Conduct annual inventory observation. 
• Pull daily pre-screens from Survey Monkey and provide to program staff as well as creating new surveys and closing out surveys. 
• Conduct fiscal monitoring that includes but is not limited to supportive service cards.
• Perform required supportive service inventories and reconciliations for support service items provided to candidates.
• Assist with formal procurement procedures to include but is not limited to distributing and collecting scoring sheets, conflict of interest forms, coordinating internal and external procurement meetings, and update applicable internal and external procurement solicitation website. 
• Assist with Department of Economic Opportunity requirements to include but is not limited to posting on the Organization’s website (i.e., contracts, audit reports, etc.), Targeted Occupations List, and Eligible Training Providers List (ETPL). 
• Responsible for training provider notifications, renewals, annual submission of forms and annual update of ETPL.
• Responsible for processing Individual Training Account (ITA), On-the-Job training (OJT), and Incumbent Worker Training (IWT) reimbursements for multiple funding sources.
• Work with staff and vendors, as applicable, to obtain all required supporting documentation and approvals for ITA, OJT, and IWT reimbursements.  
• Ensure ITA, OJT, and IWT reimbursements are processed according to the terms outlined in the contracts, allowability of funding sources and organization policies. 
• Responsible for review, approval and management of all ITA and OJT information into project management system. 

Responsible for distribution, management and tracking of company cellphones.

• Assist with monthly and annual close procedures. 
• Assist in special projects, as needed.

• Periodic Travel between offices to conduct various aspects of job function.
• Duties may be assigned as deemed necessary.

Requirements

QUALIFICATIONS:

Minimum Education & Training:  

• High school diploma or GED
• Two (2) years of related experience in business or general office operations including administrative tasks and project management or equivalent combination of education, training and/or experience.
• Proficient in Microsoft suite (Outlook, Excel, Word etc.).

JOB SPECIFICATIONS: 

• Valid Florida’s Driver’s License.
• Ability to communicate effectively both orally and in writing.
• Proficient in project management.
• Excellent time management skills and ability to multi-task and prioritize work.
• Ability to be accountable for inventory/property management.
• Attention to detail and problem-solving skills.
• Ability to meet deadlines in a fast-paced environment.
• Knowledge of standard office practices, procedures, and equipment.
• Ability to compose and prepare routine communications.
• Ability to make arithmetical computations with speed and accuracy.
• Ability to function well in a team-oriented environment.
• Ability to perform specific clerical or manual tasks including copying, maintaining files, or entering data.
• Ability to work in an environment that requires the incumbent to be sensitive to change and responsive to changing goals, priorities, and needs.
• Ability to comprehend and interpret Florida Statues, Federal Laws and Regulations, and organization policies and procedures.
• Ability to establish and maintain effective and constructive working relationships with others, both internal and external to the organization.

PHYSICAL REQUIREMENTS: 

• Kneeling. Bending legs at knee to come to a rest on knee or knees.
• Reaching. Extending hand(s) and arm(s) in any direction.
• Standing. Particularly for sustained periods of time.
• Walking. Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
• Talking. Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Hearing. Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.
• Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers.
• Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes.
• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes.
• The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work.)