ADMINISTRATIVE COORDINATOR - FINANCE

Do you thrive in an environment that is geared towards outstanding hospitality? Do you have a passion for being innovative and creative? Is hard work on your top list of ideals? Are you a steward of your working environment? Then read on…

The Villages Community Development Districts (The District) tops the list of community development districts that continues to grow in one of the most scenic locations in Florida, The Villages. Our collective commitment to hospitality, innovation & creativity, hard work and stewardship help employees thrive and excel in many fields within The District. An immediate full-time opportunity exists for an individual with commitment, a “passion” for excellence to join our Finance Department. This position requires a solid background of advanced customer service and organizational skills. The incumbent will enjoy a challenging atmosphere and being part of a productive team that supports The District. The District is looking for an individual with a desire to utilize their cutting-edge skills in support of the Finance department. The District provides a supportive and engaging workplace that is committed to developing great talent, coupled with competitive compensation and benefits. Do not pass up this opportunity to be a part of a positive, expanding organization.

Competitive Benefits as a full-time employee of the District include:

JOB SUMMARY

Reporting to the Finance Director, the Administrative Coordinator performs complex administrative duties in support of the Finance Director, as well as other professional and non-professional staff of the Finance Department. Directs and oversees the department’s daily office operations under the direction of the Finance Director to ensure efficient functioning. Works with a general outline of tasks to be performed within the areas defined below and, with minimal supervision, develops work methods and sequences to successfully accomplish these duties within the designated timeframes. This is a multi-faceted position responsible for working with all levels of management at any given time, including but not limited to, internal and external District department members, elected board members, residents, vendors, other government entity representatives and the public. Additionally, provides support to other department supervisors and works on projects as assigned. 

ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes, but not limited to) 

Budget and Reporting

• Manages the department’s supply and maintenance and repair budgets to ensure maximum value is obtained from available resources. 
• Runs monthly departmental financial statements for the department to manage expenditure controls for departmental purchases.  

Annual Audit Compliance

• Provides assistance in managing Auditors’ fieldwork requirements for interim and year-end audits.
• Assists with final technical review of all audit reports for submittal to the District Boards of Supervisors.
• Prepares scans and transmits all Audited Financial Reports to the required entities in a form specified within required timeframes and deadlines.
• Assembles Audit report letters. 

Information Management

• Ascertains the Finance page on the District website is current, uploads monthly financial statements and the annual Audited Financial Reports within required timeframes and deadlines. 

Federal, State & Bank Compliance Reporting

• Manages and maintains the Public Deposit Identification and Acknowledgement forms for all the public fund bank accounts to meet mandatory compliance under Chapter 280, Florida Statutes.
• Accurately completes the Public Depositor Annual Report and submits approved report to the State of Florida Chief Financial Officer by November 30th of each year for all Districts.
• Annually monitors expirations and ensures timely renewal, of all Districts’ State Tax Exempt Certificates Obtains FEIN numbers from the Internal Revenue Service and manages files for new Districts/organizations as requested and within designated timeframes.
• Maintains and updates signatory and wire agreement lists for all districts’ bank and investment accounts, as staff and/or District Supervisors change. 

Administrative

• Accurately prepares and submits agenda items and Board resolutions within required timeframes to Board of Supervisors meetings.
• Maintains and updates Financial Organization chart, fund transfer log and Finance Department PC assignment inventory, and other department documents, as needed.
• Prepares purchase requisitions, travel requests, check request and leave request forms as required and within designated timeframes.
• HR Liaison - Assists with human resources tasks as required, including scheduling interviews, monitoring employee development training, performance evaluations, and monitors leave tracking within designated timeframes. Submits Employee Change Notices (ECN) for New Hires, Promotions, Transfers, and Terminations as required.
• Serve as the department’s primary liaison for department-wide information technology issues, coordinating, communication, support and resolution with appropriate IT personnel. 

General

• Oversees general office procedures for department, provides assistance and guidance to department clerical and administrative staff as requested and/or directed; reviews outgoing correspondence for accuracy, ascertains customers are taken care of promptly and provides phone coverage for the team. 
• Composes and prepares routine and non-routine business correspondence as required and within the required timeframe.

Additional 

• Performs other duties as assigned.
• May be expected to perform additional duties in an emergency.  

ESSENTIAL EXPECTATIONS OF PERFORMANCE AND BEHAVIOR (Includes, but not limited to)

• Cultivates and maintains effective working relations within the department, the District, elected board members, residents, vendors, other government entity representatives, and all contacts outside the organization. 
• Provides exceptional customer service while performing all aspects of the position.
• Models behavior reflecting the Core Values of the District at all times, which includes Hospitality, Innovation & Creativity, Stewardship, and Hard Work.

MINIMUM EDUCATION AND EXPERIENCE

• Bachelor’s Degree or equivalent from accredited four- year college or university; preferably in Business Administration, Accounting, or a related field or Associate Degree in Business Administration / Accounting or related field and 1 year experience or 2 years’ experience in administrative duties at a high level of organization, preferably in the Finance/Accounting field. 

MINIMUM CERTIFICATES, LICENSES, REGISTRATIONS

• Valid Florida Driver’s License.
• Florida State Notary Public.
• All candidates and employees must successfully pass background screening. 

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES (Includes, but not limited to) 

Knowledge

• Well-rounded administrative professional expertise.
• General concept of the functions within the Finance Department to include Accounts Payable, Accounting, Administration and Payroll, such as Month End reporting, annual Audit Reports, vendor payments, and Bond Payoffs.

Skills 

• Proven intermediate to advanced proficiency level in Microsoft Office involving Word, Excel, Access, Outlook, Visio, Publisher, and Power Point. 
• Strong work ethic and commitment to providing optimal customer service.
• Ability to proof documents to identify errors and provide suggested corrections.
• Ability to write reports and business correspondence to managers, clients, customers, and the public. 

Abilities

• Ability to be well-organized & successfully multi-task in a fast-paced environment to meet multiple demanding deadlines.
• Ability to meet required standards of excellent customer service for both internal and external customers.
• Ability to meet required standards of written and verbal communication skills and professional appearance. 

EQUIPMENT (Includes, but not limited to)

Position regularly requires the use of office equipment, including but not limited to telephones, personal computers and productivity software, copiers, printers, scanners, and facsimile machines.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS 

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee will be exposed to the following:

• The employee is exposed to an interior office environment, with moderate change in temperature. The work environment is inside an air-conditioned building. 
• The noise level in the work environment is usually moderate.
• There are frequent interruptions from the staff and the public for information or assistance.

Physical Requirements

The physical requirements described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the following applies:

• Frequently required to sit for long periods of time, work on computer, stand, bend, talk, and hear, required to walk, use hands, reach, handle or feel objects or controls, push/pull, use hands/fingers, reach forward and overhead, kneel, stoop, twist, squat, sit, balance.
• Occasionally required to climb stairs, crawl, lift and or move up to 25 pounds. 
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.