Administrative Coordinator

Job Description Help for Job Description. Opens a new window. General Description Provides Coordination of Administrative functions to North Florida Workforce Development Board. Essential Job Functions Finance Functions Procurement Quote/Bid Solicitation IT and related items Facilities, including electrical, plumbing, HVAC, and other maintenance Prepare documentation for contracts, transactions, compliance Certifies ineligible vendors Maintains all records related to procurement/purchase including scoresheets, notices, and quotes Verify accuracy of financial and transactional data Purchasing Maintains vendor lists Data entry Analyze financial records Established business relationships to facilitate work activities Assist in budget creation and reconciliation Provide monthly expenditure reports Audit preparation and support Finance monitoring preparation and support Internal monitoring of finance files Custodian of all purchasing and related files, including contracts, leases, insurances Accounts Payable and Check processing Prepares and maintains record of deposits Positive Pay Matching Ensures compliance with Administrative Plan and Cost Allocation Plan, as well as ensures these documents are in compliance with all applicable law and guidance Administrator for Global Cash Card participant reloadable card program Administrator for Microix Participant and Vouchering System Scheduling Organize and arrange travel and lodging Facilitate conference and other event registration Gate-keeper for Administrative staff Facilities Management Oversees contracts and providers for services including security and janitorial Communicates with landlord(s) regarding facility maintenance Arranges for preventative and emergency facility maintenance as necessary Facilitates building projects, renovations, and refurbishments Inventory Management Includes maintaining and updating inventory with FAIN, and handling disposal of fully depreciated assets Orders supplies and keeps inventory of needed items Routinely audits supply usage to determine areas where improvements might be made Maintains copiers and printers through Managed Printer Services Security administrator Equipment record keeper including tracking of what is issued to staff Key custodian back-up Personnel Records Custodian Onboarding of new hires Maintains personnel files Employee Action Forms Identity Verification Documents Verifies employability status Facilitates background checks Maintains separate records of drug screening and other work-related medical files Acts as a liaison for various benefit related inquiries Administrative Functions Maintains phone system and acts as system administrator Sharepoint administrator Oversees Idemia/Fingerprinting Program and Agent Enrollment Clerical tasks including the keeping of Board Minutes and records Board member and consortium communications Prepares agendas and other documents for official use Creates forms and provides training in their use Maintains Administrative Policies Oversees and maintains Formstack database Ensures "back-up" is informed of changes and left with updated information Ensures meetings notices, minutes, and all required postings are accessible on the website or by print if requested. Performs other duties as assigned Anticipated vacancy, open until filled. These essential functions are not a complete statement of all duties required. Some marginal functions of the position that are not incidental to the performance of fundamental job duties may be excluded. All duties, responsibilities, and requirements are essential the job.