Operations Assistant (DPW)

Professional position responsible for administering the department’s various work management programs and grant projects, reviewing the department’s performance standards, provides budgeting, accounting, and administrative support and project assistance to the department’s management staff.

Examples of Duties

• Performs studies, prepares reports, analyzes data, recommends actions pertaining to administrative systems, and operational procedures to improve efficiency, productivity, and quality of service. Assists in the development and monitoring of the departmental performance measures.
• Administer grant related projects by reviewing financial and compliance requirements with various County staff and contractors. Monitor and ensure compliance thru all phases of project. Prepare financial reimbursement and close-out reports. Attend audit reviews as necessary. 
• Prepare financial reports and documentation for FEMA, FHWA and other local, State and Federal agencies during and after hurricane and other emergency related events.
• Audits and assists in processing department payroll and associated records.   Acts as departmental contact with Human Resources and Financial Services/Payroll departments.
• Assists in the preparation of the annual Departmental budgets including review and analysis of historical budget information.
• Provides technical assistance to all Transportation Divisions regarding the operation and maintenance of their software systems (Work Management database used for project billing, CIPAce (capital improvement program reporting) and Executime (payroll processing).
• Coordinate with Public Works Department and Procurement staff for issuing of purchase orders, change orders, direct pays, etc.
• Assists in verifying invoices for accuracy of quantities, unit prices, extensions, and total amount.  Reviews invoices to contract if applicable.  Contacts vendors and County staff to resolve any discrepancies and processes payment of invoices as required by State law.
• Prepares quarterly fuel tax refund requests to Department of Revenue and maintains records of payments received.  Follows up to ensure payment is received.
• Provides administrative support to the Department’s management and staff.   Assists in the development of departmental  procedures.
• Prepares agenda items for presentation to the Board of County Commissioners as needed.
• Coordinates, develops, implements, and/or supervises ongoing departmental internal administrative procedures.
• Conducts research regarding issues that impact departmental operations.
• Advises staff to ensure compliance with Board of County Commissioners and Clerk of Court procedures (Purchasing, Finance, Payroll and Human Resources, Legal Dept., etc.)
• Advises staff and contractors to ensure grant compliance with various State and Federal agencies.
• Serves as Local Agency Program (LAP) resident compliance specialist and primary point of contact for Public Works Projects.  Tracks and maintains certification requirements countywide.
• Performs special projects of varying complexities as directed by management.

Emergency Response 
County employees are required to report for work during a state of emergency and are subject to recall around the clock for emergency response operations which may include duties other than those specified in this job description.

Typical Qualifications

Minimum Qualifications

• Graduation from an accredited college with a two (2) year Associate Degree in business, public administration,  or related field
• Five (5) years of administrative or financial experience.  
• Experience in financial analysis, contract administration and work management systems.  Experience with FDOT (Florida Department of Transportation) and FEMA (Federal Emergency Management Agency) public assistance grants, with preference in Local Agency Program (LAP projects. 

A combination of education, training and experience may be substituted at the County's discretion.

Licenses, Certifications, or Registrations

• Valid Florida driver’s license and be insurable by current insurance carrier.  
• Complete necessary certification for NIMS compliance within six (6) months of employment.

Required Competencies

• Knowledge of organization, operation and governing laws, regulations, etc., of the department and the County. 
• Knowledge of governmental accounting principals preferred.  
• Familiar with grant terminology and applicable rules, regulations, policies and procedures related to financial reporting for Federal, State and local agencies.  
• Strong organizational skills, ability to multitask and able to work independently and with others. 
• Knowledge of performance measurement principles and practices. 
• Require  experience using MS Office. Database operations experience, report writing using Crystal or Cognos preferred, and 10-key calculator skills. 
• Ability to develop and write procedures. 
• Strong written and verbal communication skills.
• Ability to analyze facts and exercise judgment, arriving at valid conclusions.    
• Ability to understand and interpret complex oral and written instruction.   
• Ability to express ideas clearly and concisely, orally and in writing. 
• Knowledge of operating characteristics, capabilities and use of management reporting systems. 
• Ability to establish and maintain effective working relationships with all levels of the organization and outside agencies as necessitated by work assignments.
• Knowledge of modern business English and modern office practices and procedures.

Supplemental Information

Physical Demands

• While performing the duties of this job, the employee is required to
  • sit, stand, walk, bend, talk and hear
  • handle repetitive motion
  • access file cabinets for filing and retrieval of data.
• Work is sedentary and exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects is required.

Environmental Conditions

• Work is performed primarily in an office environment working closely with others in occasional noisy office conditions, including computer and printer noises.

Pay Grade: 10

 Hernando County Board of County Commissioners (BOCC) is an Equal Opportunity Employer and does not discriminate on the basis of sex, race, color, religion, gender, orientation, national origin, age, marital status, veteran status, genetic information, pregnancy, disability, or any other protected characteristic as defined by law.
Hernando County is a Drug-Free workplace. All employees are subject to drug testing in accordance with Federal and Florida State Law. 
Applicants requiring reasonable accommodations as defined by the Americans with Disabilities Act, must provide notification to the BOCC in advance to allow sufficient time to provide an accommodation.