Operations and Systems Specialist (Collier County)

Description

SUMMARY
This is responsible work performing a variety of administrative, fiscal, clerical, and facility, and duties for the Administrative Office of the Courts (“AOC”); specifically, for the Administrative Services Manager in the Twentieth Judicial Circuit. A variety of working relationships are established with state courts system personnel, judges, and non-judicial officers, vendors, judicial assistants, and the general public. The Operations and Systems Specialist works independently and as a team member and must exercise discretion in dealing with confidential and sensitive information. Work is performed under limited supervision.
Primary responsibilities include the following: (1) Administrative, (2) Fiscal/Purchasing, (3) Human Resources/Travel, (4) ADA Coordinator backup, (5) Other duties as assigned.

Examples of Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES: The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.

1. Administrative/Clerical:

• Serves as liaison between Courts and other county departments, including Information Technology, Human Resources, Risk Management, and Purchasing.
• Receive, store, and relay information to ensure effective communication.
• Coordinates special projects including planning, design, implementation, and evaluation of moderate construction/maintenance projects, introduction of new programs, and various professional services.
• Reviews, processes, and updates internal and external reports, forms, invoices and related documents.
• Provides assistance to internal and external customers as needed.
• Conducts operational research; prepares related reports; provides responsive service; and provides technical assistance to management to aide in decision making.
• Assists with the coordination of judicial visits.
• Prepares annual Duty Judge Schedule.
• Disseminates information via email, such as reminders and deadlines.
• Handles new judge's office set-up and assist the Public Information Officer in the coordination of new judge's investiture programs.
• Prioritize responsibilities and duties efficiently.

• Coordinates the preparation of budget development documents, entry of budget data, tracks expenditures and revenues, and prepares budget amendments.
• Organize, and administer Fiscal Operations of Collier County’s Court Administration in conjunction with Administrative Services Manager and/or Department Heads.
• Assists AOC & Judicial Assistants with county and state procedures and purchasing needs.
• Performs financial reviews and analyses for the departments; providing monthly reports for management and ad hoc as necessary and/or requested.
• Prepare and process purchase orders and purchase card transactions for all Collier court departments including judiciary.
• Reconcile all transactions (payments to all vendors for services and products ordered, monthly Card Statement for county approval, and all purchase orders) and reports on a monthly basis.
• Organize, file and scan paid invoices, check requests, and purchasing documents.

• As Collier County Human Resource liaison, processes and disseminates employment documents and coordinates benefits orientation.
• Develops, implements, and maintains a variety of file systems.
• Assists judicial offices with travel requests and reimbursements from their county and state budgets.
• Process timesheets, new hires, terminations, and other personnel updates
• Provide information on performance criteria when requested.

• Backup to Administrative Service Manager and Operations Division Manager.
• Back up assistance for Answering, recording and reporting all ADA calls made to the Administrative Service manager.
• Back up assistance to maintaining ADA call list and appropriate records.
• Provide Backup Assistance to the Public with any accommodations.

Typical Qualifications

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge of:

• Administrative Office of the Courts departments and functions
• Microsoft Office suite, Acrobat,
• State and County rules for reimbursements, purchasing, and travel
• Payroll and ADA rules for compliance
• State Courts system, local government agencies and their general responsibilities

• Be clear, concise, and logical in both written and oral communication.
• Maintain confidentiality concerning sensitive and/or confidential matters.
• Establish and maintain effective working relationships with other governmental agencies’ staff, associates, subordinates, superiors, vendors and citizens of the community.
• Establish own work priorities and multi-task effectively.
• Participate in the budget process to include budget preparation and monitoring expenditures to comply with budget guidelines for all AOC departments and judiciary in Charlotte County.
• Utilize various software programs with limited instruction and assist others with training and quick tip guides.
• Work independently and as a team member.
• Process to completion payroll, reimbursements, travels, work orders, and invoices.
• Provide responsive customer service.

Supplemental Information

EDUCATION and/or EXPERIENCE

• Associates degree from an accredited college or university in public or business administration preferred.
• Professional work experience may substitute for the recommended educational level on a year-for-year basis.
• Related experience preferred

• None

• None