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CCC Technology Operations Coordinator

Category: Exempt
Pay Grade: 150
Job Code: 18828

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

Performs high-level administrative and analytical work assisting the Pinellas County Clerk of the Circuit Court and Comptroller and the Chief Information Officer of the Clerk Technology Division.  Coordinate the procurement of technical components and services, asset management, monitor projected expenditures within department’s budget per established policies, procedures, and regulatory requirements. Responsibilities encompass general office management, resource monitoring, liaising with department managers, and vendors to ensure seamless operations. An employee in this classification performs a wide variety of complex administrative support tasks requiring initiative, the exercise of sound judgment, and   the ability to work independently and with a team on various assignments. The position reports to the Chief Information Officer or designee.

ESSENTIAL JOB FUNCTIONS (examples, not all inclusive)

• Demonstrates intermediate-level proficiency in two or more of the department disciplines: Financial Management, Security Administration, Asset Management, Incident Management and Reporting, Production Application Support, Quality Assurance, Business Intelligence, Enterprise Resource Planning (ERP) programs/projects, Project Management with core competencies in Financial Analysis, Business Process Improvement, Planning, and Troubleshooting/Problem Solving;
• Coordinates day-to-day operations of the Technology Division, including, but not limited to, contract management, policy development, and facility management;
• Collaborates with management to assist with planning and implementation of operational activities, including but not limited to, equipment acquisitions, software licenses, software maintenance agreements, asset management, reconciliation of P-Card monthly statements, and monitoring of budgets;
• Maintains inventory of technology licenses, subscriptions, agreements, and contracts to ensure renewals are current;
• Consults with department managers and vendors on upcoming contracts, agreements, licenses, and subscriptions. Coordinate with suppliers to ensure that they can meet their obligations in a timely manner;
• Coordinates with the budget and procurement to source materials and services from vendors and prepare requisitions;
• Monitors encumbrances, track purchase orders and invoices to ensure that all invoices have been paid;
• Confers with vendors, office staff, and department managers to address procurement related inquiries;
• Assists with the initial preparation of the Clerk’s Technology budget and year-end review of expenditures by preparing various financial reports;
• Analyzes and monitor budget records; performs various budget review tasks in coordination with the budget department;
• Monitors projected expenditures to keep the organization within its set budget. Ensure proper audit trails, verification, and reconciliation actions for all transactions;
• Research, develop, draft, and revise policies, procedures, and guidelines. Evaluate and evolve current operational procedures and provide strategic recommendations for improvements as needed;
• Performs various administrative tasks supporting Clerk systems, programs, and operations;
• Performs other related job duties as assigned.

QUALIFICATIONS

Education and Experience:

Associate’s Degree in Business or Public Administration, Information Technology, Finance, or a related field; and two (2) years’ experience in the procurement of goods and services, budget and resource coordination, asset tracking and office management; or an equivalent combination of education, experience, and/or training may be utilized to offset education and/or experience requirements.

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:

• Knowledge of the functions, operations, and structure of the Clerk’s Office and county government;
• Knowledge of public administration practices and principles;
• Knowledge of business English, mathematics, and legal formats and terms;
• Knowledge of the methods used in making statistical surveys and preparing reports;
• Knowledge of general accounting and financial principles and budgeting methods;
• Strong analytical and organizational skills;
• Proficiency in using Microsoft Office Suite of applications, including Word, Excel, and PowerPoint;
• Familiarity with procurement software and financial management tools;
• Ability to communicate effectively orally and in writing;
• Ability to balance multiple tasks and deadlines is essential;
• Skilled in the use and application of reference materials to research and solve problems;
• Skilled problem solver with excellent customer service skills;
• Ability to effectively communicate professionally with vendors, department managers, directors, and co-workers in all phases of work responsibilities;
• Ability to utilize computer applications and software tools needed to perform the job duties;
• Ability to prepare clear and comprehensive reports, presentations, and proposals, both verbally and in writing;
• Ability to analyze data, resolve administrative problems, and make recommendations of solutions to improve administrative programs;
• Ability to understand and follow oral and written instructions and express ideas clearly and concisely;
• Ability to respond diplomatically to inquiries or complaints.

PHYSICAL/MENTAL DEMANDS

The work is light work which requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects.

Additionally, the following physical abilities are required:

• Balancing: Maintaining body equilibrium to prevent falling while walking, standing, or crouching on narrow, slippery, or erratically moving surfaces. The amount of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium.
• Feeling: Perceiving attributes of objects, such as size, shape, temperature, or texture by touching with skin, particularly that of fingertips.
• Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Grasping: Applying pressure to an object with the fingers and palm.
• Handling: Picking, holding, or otherwise working, primarily with the whole hand.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Mental acuity: Ability to make rational decisions through sound logic and deductive processes.
• Reaching: Extending hand(s) and arm(s) in any direction.
• Repetitive motion: Substantial movements (motions)of the wrist, hands, and/or fingers.
• Speaking: Expressing or exchanging ideas by means of the spoken work including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Talking: Expressing or exchanging ideas by means of the spoke work including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Visual Acuity: Having close visual acuity such as color differentiation, depth perception, and adequate field vision.
• 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.