Administrative Officer

Broward County; Fort Lauderdale (FL); On-site; USD 70,000 - 110,000; Full time

Benefits offered by this job

Two medical plans

Life Insurance

FRS retirement plan

457(b) Deferred Compensation

Job summary

The Broward County Board of County Commissioners seeks an Administrative Officer for the Finance and Administrative Services Department—Administration Section. This in-person role supports executive leadership, coordinates financial processes, and manages personnel and administrative workflows.

Ideal candidate has a Bachelor’s in business or public administration with supervisory experience and strong familiarity with PeopleSoft, ORS, and Microsoft Office to ensure accurate records and timely

Qualifications

• Bachelor’s degree in business administration or public administration.
• Two years supervisory experience in a large operation.
• Two years of administrative experience supporting senior-level executives.

Responsibilities

• Coordinates and schedules meetings with staff to address financial project processing.
• Prepares agendas and related documents for financial-related meetings.
• Reviews and finalizes memorandums and letters for signature and distribution.
• Complies reports as requested for financial-related data.
• Prepares time-sensitive executive correspondence and memorandums.
• Arranges meetings, conferences, and manages executive calendars.
• Serves as an administrative liaison on behalf of the Deputy Chief Financial Officer and Chief Negotiator.
• Oversees Front Desk Reception area and coordinates document submittals for review and processing.

Skills

Executive-level administration

Meeting management

Calendar management

Data analysis

Written correspondence

Customer service

Interpersonal communication

Education

Bachelor’s degree in business administration or public administration

Tools

PeopleSoft

ORS

Microsoft Office

Digital approval systems

Job description

*** This is an in-person position, not remote ***

The Broward County Board of County Commissioners is seeking qualified candidates for the position of Administrative Officer for the Finance and Administrative Services Department - Administration Section.

The Finance and Administrative Services Department (FASD) serves as the internal support system for Broward County’s service delivery network. The department manages six (6) divisions and fulfills essential countywide functions, acting as the County’s financial services administrator, accounting and financial records manager, procurement and acquisition specialist, risk and insurance services coordinator, records and information management officer, and revenue and collections administrator.

The Administrative Officer provides administrative, operational, and executive-level support to administration leadership within FASD. The role coordinates financial-related activities, manages personnel processes, oversees administrative workflows, and serves as a liaison between internal and external stakeholders. This position requires strong organizational skills, independent decision-making, and the ability to manage multiple priorities in a high-volume environment.

Key Responsibilities:

• Coordinates and schedules meetings with staff to address financial project processing.
• Prepares agendas and related documents for financial-related meetings.
• Reviews and finalizes memorandums and letters for signature and distribution.
• Complies reports as requested for financial-related data.
• Prepares time-sensitive executive correspondence and memorandums.
• Arranges meetings, conferences, and manages executive calendars.
• Serves as an administrative liaison on behalf of the Deputy Chief Financial Officer, and the Chief Negotiator, handling administrative issues and communicating with County Commissioners, County Administration, the Office of the County Auditor, the Office of the County Attorney, other agencies, vendors, and financial stakeholders. Authorized to make decisions on routine matters.
• Coordinates division staff meetings, retreats, annual work planning sessions, conferences, and County Leaders’ meetings, including preparation of agendas and materials.
• Manages the digital signature request electronic folder used for approvals, access forms, and personnel action forms.
• Attends meetings with HR staff and management to ensure timely submittal and processing of documentation.
• Utilizes the Online Recruiting System (ORS).
• Performs actions related to scheduling interviews, completing onboarding and offboarding paperwork, processing reclasses, salary adjustments, retirements, and resignations in PeopleSoft.
• Maintains division organizational flowcharts and personnel records.
• Oversees the Front Desk Reception area, including interaction with County Administration and Directors, receiving office deliveries, and coordinating document submittals for review and processing.
• Coordinates time-sensitive responses submitted to County Administration, including Board Meeting Inquiries requested by Commissioners prior to approval of items on scheduled Commission Board meeting agendas.

Knowledge, Skills, and Abilities:

• Executive-level administrative practices, including correspondence preparation, agenda development, and records management.
• PeopleSoft, Online Recruiting System (ORS), and other County-wide administrative systems.
• Methods of collecting, analyzing, and reporting administrative and financial-related data.
• Meeting management practices, including agenda preparation, minute taking, and official record submission.
• Office management, reception operations, and customer service principles.
• Coordinating complex administrative processes across multiple divisions and stakeholder groups.
• Managing calendars, scheduling meetings, and organizing conferences with accuracy and efficiency.
• Preparing professional correspondence, memorandums, reports, and related documentation.
• Interpreting and applying County policies, procedures, and administrative guidelines.
• Using software applications including PeopleSoft, ORS, Microsoft Office, and digital approval systems.
• Maintaining accurate and confidential personnel and organizational files.
• Handling time-sensitive inquiries and requests from Commissioners, County Administration, executive leadership, and external partners.
• Managing front desk operations and providing high-quality customer service.

Additional Duties as assigned.

General Description:

Complex and varied administrative work providing professional level assistance directly to a high level executive.

Works independently, under limited supervision, reporting major activities through periodic meetings.

Minimum Education and Experience Requirements:

Bachelor’s degree from an accredited college or university in business administration, public administration, or a closely related field.

One year of relevant experience may be substituted for each year of required education.

Requires two (2) years of administrative experience providing support to senior-level executives, including the preparation and review of documents, spreadsheets, and reports, plus two (2) years of supervisory or lead experience within a large-scale business operation.

Special Certifications and Licenses:

Candidate possesses and maintain a valid Florida Driver's License

Preferences:

• Masters degree from an accredited college or university with major coursework in business administration, finance, or closely related field
• Certified Administrative Professional (CAP)
• Certified Microsoft Office Specialist
• Adobe / ADA Accessible Documents proficiency
• Advanced proficiency in Excel (formulas, vlookups, pivot tables)
• PeopleSoft proficiency (requisitions, budget reviews, expense reports, travel)
• Legistar agenda management proficiency
• One (1) year or more experience in using PeopleSoft HR Systems (HCM) or PeopleSoft Financials

Benefits of Broward County Employment:

Broward County offers a comprehensive benefits package to eligible employees, including:

• Two (2) medical plans, including HDHP plan with employer funded HSA
• Spending Accounts
• Life Insurance
• Supplemental Insurance
• Florida Retirement System (FRS) retirement plan
• 457 (b) Deferred Compensation with employer match

Broward County provides 11 paid holidays each year, as well as vacation (Annual Leave) of two weeks per year for Full – Time employees. Additionally, this position includes up to 40 hours of Job Basis Leave.

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.

Composes correspondence and memorandums; arranges conferences; interprets administrative policies; relays instructions and policy and procedural decisions; acts for supervisor on routine matters; represents supervisor at conferences and meetings, including contacts with outside agencies.

Assists in identifying problems or factors inhibiting the effective accomplishment of agency goals and objectives; assists in determining requirements and scope of necessary study in light of objectives and problems to be solved; collects and analyzes data; develops alternatives and makes specific recommendations to superior; may assist in implementation of recommendations.

Acquires and disseminates information concerning work methods and procedures, organization, work controls and similar management functions; studies actual and potential problems and recommends appropriate solutions; conducts fact-finding interviews, observes operations, consults with and explains to management recommendations made for changes in work operations and other key actions proposed.

Assists in preparing a variety of written documents including study plans, special and regular reports, systems and organizational analyses and work flow charts; assists in preparing drafts of rules and regulations pertinent to the particular area assigned.

May supervise and/or participate in the formulation, preparation and control of the agency budget.

May be assigned to direct various phases of agency administrative operations.

Performs related work as assigned.

Competencies

• Financial Acumen: Interprets and applies key financial indicators to make better business decisions. Swiftly assembles and fluently interprets the financial data and metrics relevant to the role. Draws rich insights from financial and quantitative data. Adheres to relevant budgetary guidelines.
• Manages Complexity: Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. Looks at complex issues from multiple angles; explores issues to uncover underlying issues and root causes; sees the main consequences and implications of different options.
• Cultivates Innovation: Creates new and better ways for the organization to be successful. Constantly looks for new ideas and innovative ways of doing things; makes the effort to get involved in new areas. Offers original ideas and promising new solutions.
• Plans and Aligns: Plans and prioritizes work to meet commitments aligned with organizational goals. Strengthens alignment and coordination between own work and others', providing well-sequenced activities and exact time frames. Foresees and resolves many potential bottlenecks and delays.
• Optimizes Work Processes: Knows the most effective and efficient processes to get things done, with a focus on continuous improvement. Pays close attention to a variety of metrics and benchmarks; determines both major and subtle ways to optimize processes. Swiftly resolves process breakdowns; takes steps to ensure that problems do not recur.
• Ensures Accountability: Holds self and others accountable to meet commitments. Tracks performance and strives to remain effective, learning from both successes and failures. Readily takes on challenges or difficult tasks and has reputation for delivering on commitments.
• 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.

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.

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.

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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 954-357-6500 or email [e-mail] to make an accommodation request.

County-wide Emergency 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.