NATURE OF WORK
This is responsible supervisory and varied administrative work providing professional level assistance to the Construction Management & Planning Division Director and professional staff.
Work involves assisting the Division Director to manage a wide range of administrative assignments and to ensure operational and administrative continuity and coordination in the Division. Employee controls the processing of documents related to the Port's Capital Improvement Program. Work includes planning, developing, analyzing, advising, and improving various control systems, programs and policies, work methods and procedures. Employee may analyze and evaluate segments of the Division and develop recommendations to the Division Director. Employee is required to exercise extensive initiative and independent judgment in coordinating the Division's operations. The work involves the application of specialized and/or technical knowledge and experience through the interpretation and completion of administrative assignments in accordance with departmental and/or divisional rules, regulations, and procedures. Employee supervises the Division's clerical employees. Work is performed independently with general supervision by the Division Director and Assistant Director. Work is reviewed through conferences, reports, and observation of results obtained.
Assists the Division Director and Assistant Director in implementing division policies and procedures and priorities to meet established goals.
Assists in the coordination of the Division's budget and the Department's Capital Improvement Budget and other finance-related activities; makes budgetary recommendations and assists in the preparation of the Division's budget and the Department's Capital Improvement Program.
Supervises, assigns and reviews work of clerical staff; reviews documents prepared by professional staff for accuracy and continuity; and ensures that County, departmental and divisional policies and procedures are followed.
Supervises, reviews, and/or prepares the status of accounts and records and prepares and/or assists in preparing oral, written and statistical reports.
Assists in the development of slide presentations to other agencies, general public, etc., for the Division Director.
Facilitates the accomplishment of work through providing, obtaining and coordinating a variety of services, including those related to procurement of goods and services.
Provides administrative liaison among various County operational and administrative functions; interprets and explains policy, regulations, and operating procedures to clerical and professional staff.
Maintains and supervises maintenance of project records and documentation.
Develops and enforces instructions, policy and procedural decisions; acts for superior with broad discretion in daily and/or routine divisional administrative matters.
Studies actual and potential problems and develops appropriate solutions.
Acquires and disseminates information concerning work methods and procedures, organization, work controls and similar management functions.
Consults with and explains to management recommendations made for changes in work operations and other key actions proposed.
Prepares and submits a variety of written documents, special and regular reports including the Monthly Construction Status Report, Monthly Man-Hour Report, Quarterly Construction Expenditure Report, and the Quarterly Performance Report.
Assists staff with preparation and presentation of change orders, Agenda Reports, amendments, work authorizations and final payments.
Reviews and oversees the coordination of approvals for contract change orders, Agenda Reports, professional service agreements, budget resolutions, amendments, work authorizations and final payments.
Oversees and coordinates contract record keeping and payment activities and project/ contract files maintenance for use in contract administration and, if necessary, in claim settlement and/or audit situations.
Assists staff in the use of various software programs including word processing and spreadsheets and provides first line assistance in troubleshooting and solving computer-related problems.
KNOWLEDGE, ABILITIES AND SKILLS
Thorough knowledge of the principles and practices of organization, management, personnel, and financial administration in the operation of a complex division.
Thorough knowledge of standard practices in the fields of local government, personnel management, budgeting, and accounting.
Thorough knowledge of modern office practices, procedures, systems, software, computers and other office equipment.
Thorough knowledge of the functions and operations of the Division.
Thorough knowledge of procurement policies, procedures and programs.
Ability to identify management problems and propose solutions.
Ability to gather and analyze data and draw conclusions.
Ability to plan, direct and coordinate the work of professional, paraprofessional and clerical personnel, when required by work assignments.
Ability to prepare detailed written reports and procedures.
Ability to express ideas effectively, both orally and in writing.
Ability to serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Broward County's Ethics and Conflict of Interest policies.
Ability to 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, religion, age, sex, disability, political affiliation or sexual orientation.
REQUIRED EXPERIENCE AND TRAINING
Graduation from high school, supplemented by course work in office management, business administration, or closely related subjects; five (5) years' experience in administrative and supervisory work; or any equivalent combination of relevant training and experience.
Bargaining Unit: Port Supervisory
FLSA Status: Non-exempt
Code of Ethics
Work Location: Port Everglades
Class Spec Estab/Revised E11/94 R12/02