Administrative Specialist -Closing Specialist

at  Volusia County FL

MAJOR FUNCTIONS

The Administrative Specialist will perform professional level work on a variety of operational and managerial tasks to join the Department of Recovery and Resiliency. This is a very fast-paced work environment which requires excellent soft skills in dealing with the public and the low-income community. This position’s primary responsibilities will include reviewing files for compliance and completeness, preparing documents for program agreement signings, recording legal documents, and other tasks associated with these functions.

MINIMUM REQUIREMENTS

Six (6) years of administrative experience or equivalent experience. The comparable experience, training and/or education has a direct relationship to the duties of the position being advertised.
OR A Bachelor’s degree in Business Administration, Public Administration, Political Science, Social Services, or related field, and two (2) years administrative experience or equivalent experience.

KNOWLEDGE, SKILLS & ABILITIES

Depending on assignment

• All knowledge, abilities and skills required at the Administrative Coordinator “I” level.
• Knowledge of principles of management.
• Knowledge of program and line-item budgetary procedures.
• Knowledge of internal and office systems analysis.
• Knowledge of effective supervisory practices and procedures.
• Knowledge of office and performance analysis.
• Knowledge of principles of personnel management.
• Knowledge of division policies and procedures.
• Ability to conduct research and prepare reports based on findings.
• Ability to properly maintain county records to ensure compliance with State and Federal laws and regulations.
• Ability to communicate effectively both orally and in writing.
• Ability to interpret policies and procedures.
• Ability to analyze operations and recommend procedures to improve performance.
• Ability to make sound management decisions based on available information.
• Ability to coordinate various activities within an agency to improve performance standards and operations.
• Ability to study systems and make recommendations to improve or revise current systems.
• Ability to represent division in absence of the director.
• Ability to supervise others.
• Ability to work independently.
• Ability to interact effectively with others.
• Ability to work under stressful conditions.
• Must be able to relocate to other county locations based upon operational needs.

Mental Demands: Ability to read and comprehend technical and professional journals and manuals; financial reports, letters, memos, abstracts, instructions; legal documents, ordinances and statutes. Ability to perform general mathematical functions. Ability to write reports, financial reports, memos, letters, instructions and procedures. Ability to speak publicly; conversant in theory and practices of discipline; persuasive speaking. Ability to analyze data and develop conclusions. Ability to identify and resolve problems.
Physical Demands: Sedentary work. Ability to see. Ability to lift (10 lbs.), carry, push, pull, handle, climb, crouch/kneel, reach; finger dexterity. Depending on assignment: Visual acuity (peripheral vision and depth perception) necessary to operate a motorized vehicle.
Environmental Demands: Inside work.

(Note: These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.)

Depending on assignment:

• Reviews files for completeness and compliance
• Prepares and conducts CDBG-DR Program signing events.
• Studies management methods in order to improve workflow, simplify reporting procedures or implementing cost reductions.
• Proposes policies for division operations.
• Coordinates collection and preparation of closing documents to include grant and lien agreements for single family and rental homes.
• Analyzes data and makes recommendations based on analysis
• Maintains, records and preserves all official documents for closing proceedings.
• Authenticates by signature and records all official CDBG-DR Program documents.
• Maintains a comprehensive records management system.
• Provides true and complete copies of all records requested.
• Prepares, coordinates, and monitors assigned grants.
• Interprets operating policies.
• Reviews and answers correspondence.
• Coordinates and prepares annual and operational reports.
• Initiates projects and works independent of close supervision.
• Analyzes unit operating practices such as record keeping systems, to create new systems or revise established procedures.
• Prepares reports including conclusions and recommendations for solutions of administrative problems.
• May be required to supervise subordinate staff. Performs special projects as directed.
• May be assigned to other county locations based upon operational needs.
• Must adhere to Federal, State, County, and Local ordinances.
• Responds to emergency situations.
• Performs other duties as assigned.