CCC Director, Administration Division
Category: Exempt
Pay Grade: 150
Job Code: 19492
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.
JOB SUMMARY
Under the Direction of the Clerk of Court, performs high level professional work and is responsible for directing and supervising Clerk’s Administration, Communications, Training, Budget, Purchasing, and Project Planning and Compliance. The incumbent develops, coordinates, and prepares strategic and operational plans for the aforementioned service areas and oversees the day-to-day operations of those areas. The incumbent oversees and serves as liaison for all divisions of the Clerk’s Office related to human resources and personnel related functions. The incumbent collaborates with others in establishing policies and directives for operational planning in accordance with established laws, rules, and regulations. Independent judgment is required for organizational project planning and for lending guidance to the other Divisions in the assigned areas of responsibility. The position reports to the Clerk of Circuit Court.
ESSENTIAL JOB FUNCTIONS (examples, not all inclusive)
- Assists the Clerk in the development of the strategic direction of the Clerk’s Office in general, and in the strategic direction of Clerk’s Administration, Communications, Training, and Budget, Purchasing, and Project Planning and Compliance areas in particular.
- Directs the work of Clerk’s Administration, Communications, Training, and Budget, Purchasing, and Project Planning and Compliance areas.
- Collaborates with the Clerk and other Directors in developing, implementing, and administering policies and procedures of the Clerk’s Office particularly as they relate to Clerk’s Administration, Communications, Training, Budget, Purchasing, and Project Planning and Compliance.
- Collaborates with other Clerk staff assigned to special projects, and at times, lead special projects.
- Serves as human resources liaison for all divisions in the Clerk’s Office and with Pinellas County Human Resources.
- Develops and monitors the budget of the Clerk’s Administration Division, including approval of expenditures and controlling expenditures to meet budget goals.
- Participates in and leads on the Clerk’s annual budget process and supports ongoing reporting and tracking of budget expenditures across all departments. These efforts include ensuring budget development and decision-making align with the Clerk’s Strategic Plan.
- Participates in inter-department meetings to provide input, advice, and technical assistance regarding funding issues as they relate to the development of new or modified programs and projects.
- Interviews and recommends candidates to the Clerk for positions within the Clerk’s Administration Division.
- Directs the evaluation and implementation of new or updated software applications and hardware for areas under the Clerk’s Administration Division.
- Develops policies and procedures for the efficient administration of employee development including processes regarding hiring and termination of employees and employee development and training.
- Oversees periodic reviews to ensure that salaries and benefits are competitive with similar entities, within budgets and other constraints.
- Serves as a liaison to and communicates with the county government, and other governmental entities and external stakeholders at the direction of the Clerk.
- Plans, develops, organizes, supervises, and reviews the work of a supervisory, professional, and clerical staff engaged in conducting varied activities;
- Supervises and manages employees in the assigned division which includes creating goals, objectives, and accountability, and conducting performance appraisals for each staff member in their division;
- Coordinates the work assignments of the division in conjunction with Clerk-wide initiatives;
- Prepares, reviews, approves, and submits the operating budget for the division and monitors contracts;
- Provides and initiates recommendations, presentations, and reports on division-related functions;
- Directs, supports, and guides managers and subordinates in project development;
- Performs other related job duties as assigned.
QUALIFICATIONS
Education and Experience:
Bachelor’s Degree in public administration, business administration, or a related field and two (2) years of responsible managerial experience that includes supervisory experience; or an equivalent combination of education, training, and/or experience.
Special Qualifications (May be required depending on area of assignment):
- Florida Driver’s License or Florida Commercial Driver’s License and endorsement, if any.
- Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.
- Other highly desirable knowledge, skills, abilities, and credentials relevant to a position.
Knowledge, Skills and Abilities:
- Skill in organizing and prioritizing work;
- Skill in analytical thinking to assess data and formulate plans and recommendations;
- Skill in oral and written presentation;
- Skill in preparing and making group presentations;
- Skill in the use of computer software and hardware sufficient to enter, retrieve and manipulate data;
- Ability to interact professionally and maintain effective working relationships with superiors, coworkers, customers, and other stakeholders;
- Knowledge of the principles, practices, and procedures of public and business administration, as applied in a large organization;
- Skill in advanced leadership techniques and practices to evaluate and determine organizational goals and objectives, maximizing effectiveness of organizational work units through staff selection and assignments;
- Knowledge of principles and techniques of effective communication;
- Knowledge of public administration principles and practices;
- Ability to apply independent judgment and discretion based on knowledge of the Clerk Office’s functional and structural organization;
- Ability to communicate clearly and concisely, both orally and in writing;
- Ability to exercise sound independent judgment and tact in working with people and applying and interpreting policies and procedures;
- Ability to plan, organize, direct, coordinate, and supervise the work of professional, supervisory, and clerical employees;
- Ability to present programs and ideas clearly and concisely, in writing and orally, to small and large groups;
- Ability to work independently on complex and confidential tasks;
- Ability to work under stress and to multitask on projects while achieving goals;
- Ability to coach and counsel others;
- Ability to present oral and written comments and recommendations clearly, and concisely;
- Ability to make sound independent decisions;
- Ability to serve as a strong team player demonstrating leadership and maintaining a positive work environment;
- Ability to be dependable, work independently with agility and flexibility to accomplish difficult and heavy workloads meeting deadlines and objectives;
PHYSICAL/MENTAL DEMANDS
The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Additionally, the following physical abilities are required:
- Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
- Visual ability: Sufficient to effectively operate office equipment including copier, computer, etc.; and to read and write reports, correspondence, instructions, etc.
- Hearing ability: Sufficient to hold a conversation with other individuals both in person and over a telephone; and to hear recording on transcription device.
- Speaking ability: Sufficient to communicate effectively with other individuals in person and over a telephone.
- Mental acuity: Ability to make rational decisions through sound logic and deductive processes.
- Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
- Repetitive motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
- Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
WORKING CONDITIONS
Work is performed in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs.