Administrative Coordinator - Healthy Families na Polk County BoCC

ADMINISTRATIVE COORDINATOR - HEALTHY FAMILIES 

SALARY

PG 11, $20.30 Hourly, Nonexempt 

WORK LOCATION AND SCHEDULE

2135 Marshall Edwards Drive, Bartow, FL 33830

Monday - Friday, 8:00AM - 4:30PM

EMPLOYEE BENEFITS

•    Direct Deposit, Bi-Weekly Pay Checks
•    Medical, Dental, Vision
•    Life Insurance
•    FRS Retirement
•    10 Paid Holidays
•    Paid Time Off
•    Tuition Reimbursement
•    Education Incentives
•    Deferred Compensation Plan
•    Wellness Incentives
•    Employee Assistance Program (EAP)
•    Free Employee Gym
•    Free Employee Health Clinic

Must have the physical, developmental and mental ability to perform job tasks, work efforts, responsibilities and duties of the job illustrated below:

 

MAJOR FUNCTION

This position provides comprehensive administrative support to the Healthy Families Manager and supervisory management team. It assists in planning, coordinating, and managing a wide range of administrative assignments, including scheduling, project management, personnel support, and compliance reporting. The role is critical in ensuring efficient operations, proper documentation, and effective communication within the Healthy Families program.

ILLUSTRATIVE DUTIES

Administrative & Program Support

• Acts as personal assistant to Department Manager and provides lead administrative support to management team.

• Schedules and coordinates appointments, meetings, and events including Program Advisory Board Committee meetings, team meetings, and status updates.

• Prepares agendas, materials, and documentation for meetings; ensures follow-up on action items.

• Manages and coordinates reports, schedules, and collection of data for projects and work in progress.

• Coordinates travel arrangements and reimbursements for staff and management.

• Coordinates facilities and IT work requests, maintains electronic mailbox, and ensures timely responses.

• Coordinates and orders program supplies as needed.

Personnel & Compliance

• Facilitates personnel-related processes including personnel action forms, timekeeping, onboarding, and transfers.

• Coordinates with Human Resources on staff vacancies, job postings, resume reviews, interviews, and new hire documentation.

• Ensures employment documentation is accurate, current, and compliant with grant requirements.

• Provides Section 504, ADA, and CFOP 60-10 compliance training to new hires and annually to staff.

• Submits monthly Single Point of Contact reports in conjunction with the Region’s Civil Rights Officer.

• Acts as Single Point of Contact to coordinate auxiliary aids and interpretive services.

Financial & Recordkeeping

• Reviews and ensures accuracy of fiscal reports, statements, purchase orders, and payments.

• Coordinates and participates in clerical activities related to accounting, payroll, timekeeping, property records, and filing.

• Posts data, fiscal information, and recordkeeping information into program databases.

• Coordinates costs of services, bills, receipts, and ensures timely processing of fiscal matters.

Training & Special Projects

• Coordinates onsite and offsite training sessions including venues, equipment, and logistics.

• Maintains training records for staff and ensures contract compliance with training requirements.

• Coordinates special projects and conducts research as directed.

• Facilitates quarterly secretarial meetings and coordinates program secretaries’ work as directed.

Public & Customer Service

• Distributes confidential information discreetly and professionally.

• Provides information and responds to inquiries from the public and staff in accordance with program procedures.

• Serves as liaison between management, staff, and external stakeholders as required.

KNOWLEDGE, ABILITIES AND SKILLS

Knowledge of:

• Business English, punctuation, spelling, and arithmetic.

• General office practices, procedures, and recordkeeping methods.

• Personnel processes, human resources procedures, and compliance requirements.

• Applicable confidentiality laws and regulations including HIPAA.

• Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams) and ability to learn new software.

Skills in:

• Typing at a minimum of 40 CWPM with a maximum of 10 errors.

• Taking and transcribing meeting minutes accurately.

• Using independent judgment and formulating recommendations based on analysis.

• Communicating effectively, both orally and in writing, with diverse populations.

• Time management, organization, and multitasking under pressure.

Ability to:

• Research, respond to, and resolve complaints in a timely manner.

• Maintain confidentiality of sensitive records and information.

• Oversee the work of others when assigned.

• Establish and maintain effective working relationships with employees, officials, and the public.

• Travel as needed using County vehicle and perform repetitive computer-based tasks.

MINIMUM QUALIFICATIONS

Graduate of an accredited high school or possess an acceptable equivalency diploma.

Minimum of six (6) years of general office experience.

Must be able to type a minimum of 40 CWPM with no more than 10 errors.

Must possess a valid driver’s license and be able to secure a valid Florida driver’s license at the time of employment.

SPECIAL PREFERENCES

• Preference for candidates with supervision or oversight experience.

SPECIAL REQUIREMENTS

• Must undergo a Level 2 (FDLE) screening prior to commencing work and maintain certification as a condition of employment.
• Must be willing to work beyond normal hours when required, including during declared emergencies such as hurricanes or other disasters.
• All employees may be assigned duties outside normal scope of position during emergencies per County Emergency Management Plan.

All employees will be required to work before, during, or after an emergency. During an emergency, employees may temporarily be assigned to work and perform duties outside the normal scope of their position, location and work schedule to fit the needs of the County and its citizens.