Office Manager - Fort Lauderdale, United States - Broward County, FL

Description

Salary: $63, $101,341.16 Annually

Location : Fort Lauderdale, FL

Job Type: Full-Time

Job Number:

Department: PW Facil Mgmt Bus Support

Opening Date: 05/08/2024

Closing Date: Continuous

Veterans' Preference Notice: Under Section 295.07, Florida Statutes, certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in employment with Broward County and are encouraged to apply for the positions being filled.

REQUIREMENTS AND PREFERENCES

The Broward County Board of County Commissioners is seeking qualified candidates for Office Manager - Facilities Management Division.

**Broward County is not accepting attachments for this recruitment, including resumes or similar supporting documentation. Please ensure you complete the application in its entirety and include all information you want considered**

NOTE: Announcement is open until a sufficient number of applications are received and may close at any time.

The Broward County Facilities Management Division is responsible for the cleaning, maintenance and repair of facilities and grounds; the management of renovation, capital maintenance and space planning projects; the management of parking operations and the management of security operations for a portfolio of County-owned or leased properties.

The Office Manager performs and supervises staff performing duties related to the Division's administrative and human resources functions. These functions include, but are not limited to, the agenda review process; creating and archiving memorandums; digital and paper file organization and retention; the disciplinary action process involving union and non-union employees; emergency management activities; executive management support to the Division Director and Assistant Director; the Family Medical Leave Act process; the payroll process, the performance review process; the reimbursement process for mileage and other expenses; the recruitment process; training and tracking of training; the travel authorization process and the workers' compensation process.

General Description
Manages the daily functions in an office and provides supervision to clerical staff.
Works under general supervision, independently developing work methods and sequences.

Minimum Education and Experience Requirements

Requires a Bachelor's degree from an accredited college or university with major coursework in business or public administration or closely related field.
(One year of relevant experience may be substituted for each year of required education.)

Requires two (2) years of administrative or clerical experience including two (2) years of supervisory experience depending on area of assignment.

Special Certifications and Licenses Required

None.

Preferences
* Master's degree in Accounting, Business, Public Administration or closely related field.
* Certified Customer Service Professional (CCSP or other recognized customer service certification)
* Licensed notary.
* Certified Bookkeeper (CB) or similar paraprofessional accounting certification.
* Certified Payroll Professional (CPP).
* Active human resources certification (PHR/SPHR, IMPA-CP/IPMAA-SCP, SHRM-CP/SHRM-SCP).
* 2 + years of advanced experience using Kronos or similar payroll management software for 100 or more employees.
* 2 + years of experience using PeopleSoft or similar financial and human resources management software.
* 2+ years of experience processing workers' compensation, FMLA and/or disciplinary action paperwork.
* 2+ years of experience using advanced skills in Excel such as pivot tables and formula creation to perform complex calculations and data analysis.
* 2+ years of experience in a facilities management or similar business environment.

International Degree Evaluation Language:

For consideration of international degrees, candidates must have it evaluated by an approved member of the National Association of Credential Evaluation Services (NACES), or Association of International Credential Evaluators (AICE). All associated expenses incurred are the responsibility of the candidate. To access the NACES directory of current members, please visit To access the AICE directory of endorsed members, please visit Completed evaluations do not guarantee an offer of employment and are subject to approval by Broward County Human Resources.

DUTIES AND RESPONSIBILITIES

The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the job as necessary.

Supervises administrative clerical staff; evaluates their performance and reviews minutes, agenda's, reports, and work; approves work schedules and time off requests for continuing coverage of the section; and trains new employees.

Processes the agency payroll by reviewing all timesheets and leaves; ensures policies and procedures are adhered to; gives guidance and assistance where needed throughout the agency.

Monitors expenditures for the agency; assists with the creation of the agency operating budget; establishes operating budget procedures for administrative staff; approves procurement and budget items; gathers data for quarterly performance measures; tracks and reviews all purchases and charges made against the budget.

Purchases goods and services for the agency as necessary utilizing purchasing card, makes travel arrangements for conferences, training, seminars, and educational courses; submits requests for maintenance and technology assistance.

Creates, revises, and files documents, procedures and various reports for the administrative section.

Assists managers, supervisors and other staff to resolve any issues with established policy guidelines, procedures, and techniques, as well as resolve any customer service problems that may arise throughout the day.

Provides customer service for customers, vendors and suppliers; responds to agency inquiries from the general public and various agencies via email and telephone; requests for public records and general information; orders office supplies.

Serves as agency human resources/payroll liaison by monitoring, tracking, and submitting completed performance reviews to Human Resources; entering performance data into software, and complying with County, State, and Federal employee regulations, policies and procedures.

Performs related work as assigned.

WORK ENVIRONMENT

Physical Demands

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Unavoidable Hazards (Work Environment)

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

None.

SPECIAL INFORMATION

Competencies

• Decision Quality

Makes good and timely decisions that keep the organization moving forward. Seeks coaching from others to address routine problems; learns to handle these issues effectively. Bases decisions and actions on relevant rules and procedures.

• Directs Work

Provides direction, delegating, and removing obstacles to get work done. Asks questions to understand the desired outcomes for the role; confirms accountabilities with others so that work can be done effectively and efficiently; informs stakeholders when there are delays or problems that will affect them.

• Optimizes Work Processes

Knows the most effective and efficient processes to get things done, with a focus on continuous improvement. Uses metrics and benchmarks to monitor accuracy and quality. Takes steps to make methods productive and efficient. Promptly and effectively addresses process breakdowns.

• Drives Results

Consistently achieves results, even under tough circumstances. Holds self to high standards of performance; sets some challenging goals; wants to achieve meaningful results; pursues initiatives/efforts to successful completion and closure. Focuses on key goals, even during setbacks and obstacles.

• Communicates Effectively

Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences. Disseminates knowledge, insights, and updates in a polished, precise, and compelling manner. Demonstrates a deep interest in others' comments. Creates rich documents and reports.

• Courage

Steps up to address difficult issues, saying what needs to be said. Shares own ideas and points of view openly, regardless of potential criticism or risk; shows conviction when faced with adversity and challenges; raises difficult topics to be sure they are addressed.

County Core Values
All Broward County employees strive to demonstrate the County's four core behavioral competencies.

• Collaborates: Building partnerships and working collaboratively with others to meet shared objectives.
• Customer focus: Building strong customer relationships and delivering customer-centric solutions.
• Instills trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity.
• Values differences: Recognizing the value that different perspectives and cultures bring to an organization.

Americans with Disabilities Act (ADA) Compliance

Broward County is an Equal Opportunity Employer committed to inclusion. Broward County is committed to providing equal opportunity and reasonable accommodations to qualified persons with disabilities. We support the hiring of people with disabilities; therefore, if you require assistance due to a disability, please contact the Professional Standards Section in advance at or email to make an accommodation request.

Emergency Management Responsibilities

Note: During emergency conditions, all County employees are automatically considered emergency service workers. County employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation and are expected to perform emergency service duties, as assigned.

County-wide Employee Responsibilities

All Broward County employees must serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Broward County's Employee Code of Ethics, gift, and conflict of interest policies.

All Broward County employees must establish and maintain effective working relationships with the general public, co-workers, elected and appointed officials and members of diverse cultural and linguistic backgrounds, regardless of race, color, religion, sex, national origin, age, disability, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression.

Broward is a dynamic county that offers an exciting, stable career with incredible employee benefits such as 11 annual holidays, accrued annual/vacation and sick leave, FRS retirement, $50,000 of free life insurance, training and development, and participation eligibility in a deferred compensation (457) plan with a match up to $2,000. In addition, Broward County offers 2 health plans, a High Deductible Health Plan (HDHP) with a County-funded Health Savings Account (HSA), and a Consumer Driven Health plan (CDH), Dental insurance, Vision insurance and Section 125 Flexible spending accounts for Medical Expenses and Dependent Care. Part-time 20+ benefit eligible employees receive the benefits described above at a reduced amount.

01

In order to be considered, applicants must provide accurate and complete education and work history information in its entirety. The referenced information listed on the online application will be used to determine the applicant's qualifications toward meeting the minimum requirements for the position (e.g., if you list that you have 6 years of experience in a certain field, that experience must be easily identifiable on the 'Work Experience' section of your application).
Please note: Broward County is no longer accepting attachments to job applications, including resumes or similar supporting documentation. Please ensure you complete the application in its entirety and include all information you want considered.
If the experience you reference in the below questions is not clearly included and described in your Work History section, your application will be considered not qualified for this position and you may be removed from consideration.Do you understand, in order to be considered for this position, accurate and complete education and work history information must be provided?

• Yes
• No

02

What is your highest level of education earned with major coursework in public or business administration or closely related field?

• Associate's Degree
• Bachelor's Degree
• Master's Degree
• Doctorate
• No Degree

03

How many years of administrative or clerical experience do you have?

• Less than 2 years
• 2 - 3 years
• 4 - 5 years
• 6 or more years
• N/A

04

How many years of supervisory experience do you have?

• Less than 2 years
• 2 - 3 years
• 4 -5 years
• 6 or more years
• N/A

05

Please select any of the following certificates that you may possess.

• Certified Customer Service Professional (CCSP or otherrecognized customer service certification) (Non-Countycertification only).
• Licensed notary.
• Certified Bookkeeper (CB) or similar paraprofessional.accounting certification.
• Certified Payroll Professional (CPP).
• Active human resources certification (PHR/SPHR, IMPACP/IPMAA-SCP, SHRM-CP/SHRM-SCP).
• N/A

06

Please select any of the following experiences that you may possess.

• 2 or more years of advanced experience using Kronos or similar payroll management software for 100 or more employees.
• 2 or more years of experience using PeopleSoft or similar financial and human resources management software.
• 2 or more years of experience processing workers' compensation, FMLA and/or disciplinary action paperwork.
• 2 or more years of experience using advanced skills in Excel such as pivot tables and formula creation to perform complex calculations and data analysis.
• 2 or more years of experience in a facilities management or similar business environment.
• N/A

07

Briefly describe years of experience using Kronos or similar payroll management software for 100 or more employees? List the name of the company or companies at which you gained this experience.

08

Briefly describe years of experience using PeopleSoft or similar financial and human resources management software? List the name of the company or companies at which you gained this experience.

09

Briefly describe years of experience processing workers' compensation, FMLA and/or disciplinary action paperwork? List the name of the company or companies at which you gained this experience.

10

Briefly describe years of experience using advanced skills in Excel such as pivot tables and formula creation to perform complex calculations and data analysis? List the Excel skills you use that you consider to be advanced.

11

Briefly describe years of experience in a facilities management or similar business environment? List the name of the company or companies at which you gained this experience.

12

Are you aware that during emergency conditions, all County employees are automatically considered emergency service workers, and that County employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation and are expected to perform emergency service duties, as assigned?

• Yes
• No

Required Question