Executive Administrator - Emergency Services

Join a workforce where innovation and teamwork provide support to the community and citizens of Monroe County.

Compensation:

$32.97 - $52.75

Job Description:

The primary function of this position involves highly responsible advanced secretarial and administrative work and providing administrative oversight to other administrative personnel within the department. This position is responsible for Emergency Services budget, contract administration, and vendor management for Fire Rescue Administration.

ESSENTIAL JOB FUNCTIONS

• Reviews, submits, and researches BOCC agenda items.

• Upon approval by the BOCC, supervises the completion of ordinances, legal amendments, contracts, and resolutions.

• Tracks vendor contracts for compliance with terms of agreements with the County.

• Reviews all accounts payable requests for contractual conformity.

• Executes purchasing requisitions.

• Verifies invoices.

• Processes with finance.

• Monitors expenses.

• Coordinates contract extensions or renewals.

• Supervises directly or indirectly personnel or programs.

• Composes correspondence for review and signature.

• Maintains the supervisor’s calendar, schedules appointments, and makes travel arrangements.

• Develops RFQs and RFPs, including the drafting of documents, legal review, coordination with the Purchasing Department for bid opening date, advertising, funding allocation, and submission for BOCC approval.

• Prepares travel vouchers, time sheets, and leave requests for the supervisor. 

• Processes invoices, purchase orders, and requests to purchase.

• Prepares, submits, and manages department budget.

• Answers phone inquiries and screens calls for the supervisor.

• Researches and prepares special projects as deemed necessary.

• Maintains paper and electronic files, copies, scans documents; composes and responds to emails; and transcribes minutes.

• Assists Fire Rescue Personnel with submitting expense reports and provides guidance and correspondence between personnel and the Clerk’s Office.

• Facilitates new vendor requests and provides updates for existing vendors.

• Facilitates the fiscal year-end close-out process for supplier payments, close-out purchase orders, and establishes carryover purchase orders.

• Assists with providing requests and communications for general maintenance items, including work orders related to furniture, signage, and repairs.

• Responsible for personally knowing and following the County’s Personnel Policies and Procedures, Administrative Instructions, Department Operating Procedures, and applicable Statutes and Regulations.  Responsible for ensuring others also adhere to these standards.

• Performs other related job duties as assigned.

• In the event of special, emergency, or disaster situations, employee may be required to work schedules other than those for which they are regularly scheduled in any capacity deemed appropriate.

QUALIFICATIONS

Education and Experience:

Associate degree required. Bachelor’s degree or higher preferred. Five (5) years minimum of prior related work experience. 

Special Qualifications:

None.

Knowledge, Skills, and Abilities:

• Ability to organize work around broad organizational goals and processes.

• Ability to perform entry-level professional work, including basic data analysis and synthesis, report creation, process performance, and regulatory or compliance activities. Knowledge of statistics, operations analysis, or forecasting.

• Ability to make decisions that govern one's own activities as well as others.

• Ability to oversee and manage more than two employees in the organization performing different types of work.

PHYSICAL DEMANDS

The work is sedentary and requires 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. Additionally, the following physical abilities are required:

• 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 discrimination in sound.

• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.

• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.

• Speaking: Expressing or exchanging ideas by means of the spoken word, including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.

• Talking: Expressing or exchanging ideas by means of the spoken word, including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.

WORK ENVIRONMENT

Work is performed in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs.

Monroe County has the right to revise this job description at any time. This description does not represent in any way a contract of employment

Equal Opportunity Employer: Monroe County does not discriminate on the basis of race, color, national origin, gender, religion, age, disability, or military service in employment or the provision of services.

Empleador de Igualdad de Oportunidades: El Condado de Monroe no discrimina por motivos de raza, color, origen nacional, género, religión, edad, discapacidad o servicio militar en el empleo o la prestación de servicios.

Veterans Preference according to Florida State Statute 295.07: Certain service members and veterans, and the spouses and family members of the servicemembers and veterans, receive preference and priority in employment by the state and are encouraged to apply for the positions being filled.
Preferencia de Veteranos de acuerdo con el Estatuto del Estado de Florida 295.07: Ciertos miembros del servicio y veteranos, y los cónyuges y familiares de los miembros del servicio y veteranos, reciben preferencia y prioridad en el empleo por parte del estado y se les alienta a solicitar los puestos que se están llenando.