The Director of Administrative Services is responsible for advanced administrative work and direct support to the Supervisor of Elections Office. Work is performed under minimal direction with moderate latitude on the use of initiative and independent judgment. Works closely with senior management on budget development and expenditure management. Responsible for all human resource activities. Through supervision of the Administrative Services Coordinator, is responsible for all aspects of financial practices including payroll, accounts payable, budgets, and financial reporting. Through supervision of the Candidate Services Coordinator, is responsible for qualifying candidates, maintaining related reports and records, assisting with financial reporting and submissions, and monitoring Florida election laws, statutes, and rules.
Essential Job Functions: (These essential job functions are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is a logical assignment to the position.) - Supervises Administrative Services Coordinator which includes but is not limited to monitoring all purchase orders, processing of invoices for payment, and tracking/reconciling departmental account balances.
- Supervises Candidate Services Coordinator which includes but is not limited to managing the candidate qualifying process, reviewing documentation, verifying eligibility, ensuring compliance with legal requirements.
- Maintain accurate records including but are not limited to personnel, payroll, administrative, candidates, and elections.
- Prepares and oversees the administration of the election’s office operating budget.
- Responsible for personnel/human resources management.
- Prepares bi-weekly payroll, maintains attendance/leave records and analyzes both for quality control.
- Submits paperwork for personnel actions and employee benefits.
- Assures timely signature of related documents.
- Monitors office supply inventory, orders and stocks forms, printing, and supplies.
- Supervises the mailing/record maintenance of financial disclosures according to Commission on Ethics Guidelines.
- Assists the Supervisor of Elections and Assistant Supervisor of Elections on special projects and other duties as assigned or as may be necessary.
Qualifications: - Proficiency in Microsoft Office suite of applications.
- Ability to deal with highly confidential and diplomatic matters requiring tact and poise and to maintain confidential information.
- Ability to develop an understanding of federal and Florida election laws, the elections office computerized registration and election system and all relevant data entry procedures.
- Knowledge and care of standard office equipment.
- Ability to lift objects weighing approximately 10 pounds.
- Must possess and maintain a valid Florida Driver’s License.
- Must be a registered voter in the State of Florida prior to appointment.
Education and Experience(A comparable amount of education, training, or experience may be substituted for the minimum qualifications.) - Bachelor’s Degree in Accounting, Business Administration, Human Resources, or related field, CPA License preferred.
- Four years of progressively responsible administrative experience to include extensive computer use and public contact.
- Experience in election services or government operations is a plus.
Skills and Abilities- Strong organizational and multitasking skills.
- Proficiency in accounting software and Microsoft Office Suite (Excel, Word, Outlook).
- Familiarity with payroll systems and basic accounting principles.
- Excellent written and verbal communication skills.
- Ability to work independently and collaboratively in a fast-paced environment.
- Demonstrated commitment to maintaining confidentiality and professionalism.
Preferred Knowledge- Understanding of Florida election laws, campaign finance regulations, and payroll compliance.
