This is an administrative and technical management position responsible for directing functions and related administrative activities for the Office of Clerk & Comptroller. Incumbent is responsible for the oversight of administrative staff, and the responsibilities related to overall administrative support for the Clerk & Comptroller. Provide direction to employees from an organizational perspective, or through division directors as appropriate. Responsible for development, implementation and oversight of policies and procedures related to internal administrative and support functions.
Examples of Duties (Essential Functions):
Act as staff liaison to the Clerk & Comptroller by providing information regarding all phases of administration of the Clerk & Comptroller’s office. Assist and advise the Clerk & Comptroller in formulating and effecting broad objectives; review records and reports which require action and recommend solutions; perform special assignments, research and report preparation. Work independently and/or in coordination with the Chief Operations Officer to implement directives assigned by the Clerk & Comptroller.
Plan, formulate and recommend for the approval of the Clerk & Comptroller basic policies and programs which further the objectives of the Office. Represent the Clerk & Comptroller in numerous matters where authority has been delegated. Execute decisions of the Clerk & Comptroller upon directive. Develop, in cooperation with the Clerk & Comptroller and Division Directors, an annual budget and operate within the annual budget upon approval.
Plan, formulate and recommend for the approval of the Clerk & Comptroller the strategic plan. Drive performance measures for the Office of Clerk & Comptroller via use of dashboards for review of high level key indicators. Employ process and quality improvement techniques.
Provide assistance by handling public relations and specific requests made by the public.
Coordinate internal communications with staff and external communications with the public, press, partners and stakeholders. With guidance from the Clerk & Comptroller, oversee public relations, facilities management, physical/personal security, emergency response and disaster preparedness efforts. Serve as Emergency Operations Center Liaison if necessary during activations, and coordinate efforts.
Implement and monitor policies and procedures appropriate to the day-to-day administrative functions of the Office as directed. Investigate complaints, research cause and determine proper corrective action.
Provide direction and guidance regarding overall organizational planning and staff development.
Provide appropriate guidance and direction for the work of the Administrative staff. Obtain maximum utilization of the administrative staff by clearly defining duties, establishing performance standards, conducting performance reviews and recommending salary increases. Direct and advise employees of the Clerk & Comptroller’s office through subordinate division directors. Provide direction and guidance from an organizational perspective to assigned division directors .
Oversee facilities and space issues, and assist in related operational planning under the policies of the Clerk & Comptroller. Oversee the implementation of space planning, renovation and new construction as directed by the Clerk & Comptroller. Act at the direction of the Clerk & Comptroller in oversight of contractor and/or vendors supplying services. Identify the resource materials and services, within and outside of the county for implementing project objectives and prepare contracts and/or agreements as required. Identify data sources, collect and analyze data and prepare reports for use with Clerk & Comptroller or for dissemination to outside agencies.
Ensure that all funds, physical assets and other property of the Clerk & Comptroller's Office are appropriately safeguarded. This position has full signature authority on all matters with the exception of hiring/termination of employees and the placement of investments.
Upon the Clerk & Comptroller’s directive, attend meetings of the Board of County Commissioners as the Clerk & Comptroller’s representative.
Provide the necessary liaison and staff support between the directors, employees, public, judiciary, commissioners and the Clerk & Comptroller.
Maintain relationships with other government entities, community organizations, judiciary, boards and commissions as are desirable or necessary and in conformity with the overall objectives and policies of the Clerk & Comptroller's office.
Attend seminars and training sessions to obtain knowledge and insight into current trends, legal duties and requirements of the Clerk & Comptroller’s office. Review current and revised laws, insure compliance and recommend new procedures or methods for implementation.
Perform other duties as required.
Typical Qualifications and Minimum Qualifications:
Graduation from an accredited college or university with a Bachelor’s Degree in business administration, accounting, public administration, or a field related to the activities of the Clerk & Comptroller. Eight years of progressive responsible administrative/managerial experience. A comparable amount of training and/or experience may be substituted for minimum qualifications.
Valid driver’s license required.
Supplemental Information and Knowledge, Skills and Abilities:
Live and advocate our commitment to the Organization's vision, mission, and values.
Thorough knowledge of the laws, rules and regulations and procedures governing the operation of the Clerk & Comptroller’s office, all procedures incidental to the operation of the Clerk & Comptroller’s functions, and accounting principles and procedures.
Must have working knowledge of supervisory techniques, public administration techniques, principles and practices. Knowledge of modern methods and procedures applicable to public administration.
Ability to analyze and solve administrative problems and to render advice and assistance on each.
Ability to present oral and written comments and recommendations clearly and concisely, and to maintain good relations with subordinates, superiors and the public.
Ability to communicate effectively with the general public, vendors, agencies and co-workers, possibly under stressful conditions.
Accuracy is required in the performance of accounting functions relating to reporting and the overall fiscal operations of the Clerk & Comptroller’s office. Analysis and accuracy is required when reviewing reports.
Regularly works with confidential and/or sensitive materials when discretion must be used.
Perform under time constraints; extensive night and weekend work.
Ability to use calculator, personal computers and general office equipment.
Routine travel from branch office to main office, vendor locations, etc. Normal office surroundings. Long distance travel is required on an occasional basis.
The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief to equalize peak work periods or otherwise to balance the workload.
A qualified employee or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans With Disabilities Act.
Pasco County Clerk & Comptroller - 2 years ago