Administrative Coordinator

This position provides essential administrative, operational, and financial support for the Human Services Department, overseeing key business functions and ensuring smooth coordination across multiple programs, partners, and service areas. The role manages complex program activities, maintains critical records, supports contract and billing processes, and serves as a liaison between internal divisions, healthcare providers, and external agencies. Ideal candidates thrive in a fast-paced environment, demonstrate strong analytical and organizational skills, and bring a high level of accuracy and professionalism to all aspects of their work.

Minimum education and experience Requirements
Requires an Associate degree from an accredited college or university with major coursework in business or public administration or closely related field.
(One year of relevant experience may be substituted for each year of required education.)

Requires four (4) years in staff administration, management, and organization or closely related experience, including six (6) months lead work/supervisory experience depending on area of assignment.

Special Certifications and Licenses

None.

Preferences

The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the job as necessary.

• Coordinates business operations for assigned divisions, including supervising clerical and technical staff, assigning work, and ensuring quality and accuracy.

• Oversees program and project activities of significant operational scope; assists with developing procedures, schedules, and reports.

• Reviews accounts, records, and data; prepares professional-level written, statistical, and oral reports; provides administrative support and guidance to department leadership.

• Maintains project documentation and facilitates workflow by coordinating required services and resources.

• Serves as administrative liaison for County programs, interpreting policies and procedures for internal staff and external partners.

• Administers Human Services Department (HSD) business functions including the Medical Arrestee Program, Medicaid, payroll, invoicing, and financial processing.

• Coordinates with HSD divisions, Accounting, healthcare providers, and United Healthcare to verify hospital contracts, ensure accurate billing, validate CPT and contract rates, and process compliant payments.

• Prepares and reconciles financial transactions in PeopleSoft and ACT databases; audits arrestee claims and medical data for accuracy.

• Manages Medicaid billing and invoicing processes with hospital districts; prepares monthly state payment requisitions.

• Conducts monthly residency verification for juvenile detainees using GIS; prepares discrepancy reports and analyzes DJJ payment rejections.

• Reviews payroll for accuracy; processes PeopleSoft and Kronos personnel forms, adjustments, and reports.

• Performs financial inquiries, generates reports, processes payments, and reconciles job-related financial activity.

• Audits and processes cell phone billing, verifies funding availability, and ensures accurate vendor payment.

• Approves accounts payable vouchers (Level 1).

• Performs special projects including monthly budget forecasting and Medicaid/Arrestee program analysis.

• Performs other related duties as assigned.

• Tech Savvy:
  Anticipates and adopts innovations in business-building digital and technology applications. Investigates technologies to learn some cutting-edge best practices. Uses digital/social media to benefit the team and add value to the work being done; understands how to avoid misuse of these tools.
• Manages Complexity:
  Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. Looks at complex issues from multiple angles; explores issues to uncover underlying issues and root causes; sees the main consequences and implications of different options.
• Decision Quality:
  Makes good and timely decisions that keep the organization moving forward. Seeks coaching from others to address routine problems; learns to handle these issues effectively. Bases decisions and actions on relevant rules and procedures.
• Directs Work:
  Provides direction, delegating, and removing obstacles to get work done. Confirms mutual agreement on accountabilities, fostering strong coordination and minimizing duplicated efforts. Communicates delays or problems early so others can manage their own work schedules effectively.
• Plans and Aligns:
  Plans and prioritizes work to meet commitments aligned with organizational goals. Outlines clear plans that put actions in a logical sequence; conveys some time frames. Aligns own work with relevant workgroups. Takes some steps to reduce bottlenecks and speed up the work.
• Optimizes Work Processes:
  Knows the most effective and efficient processes to get things done, with a focus on continuous improvement. Generally follows defined and communicated standards, methods, and procedures. Seeks advice and finds ways to work better within processes. Makes some reasonable suggestions to improve work methods.
• Ensures Accountability:
  Holds self and others accountable to meet commitments. Tracks performance and strives to remain effective, learning from both successes and failures. Readily takes on challenges or difficult tasks and has reputation for delivering on commitments.
• Communicates Effectively:
  Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences. Listens attentively and takes an interest. Keeps others well informed; conveys information clearly, concisely, and professionally when speaking or writing.

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs light work that involves walking or standing most of the time and involves exerting up to 20 pounds of force on a regular and recurring basis, or skill, adeptness and speed in the use of fingers, hands or limbs on repetitive operation of electronic office equipment within moderate tolerances or limits of accuracy.

Unavoidable Hazards (Work Environment)

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

None.

All Broward County employees strive to demonstrate the County’s four core behavioral competencies.

• Collaborates: Building partnerships and working collaboratively with others to meet shared objectives.
• Customer focus: Building strong customer relationships and delivering customer-centric solutions.
• Instills trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity.
• Values differences: Recognizing the value that different perspectives and cultures bring to an organization.

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Americans with Disabilities Act (ADA) Compliance

Broward County is an Equal Opportunity Employer committed to inclusion. Broward County is committed to providing equal opportunity and reasonable accommodations to qualified persons with disabilities. We support the hiring of people with disabilities; therefore, if you require assistance due to a disability, please contact the Professional Standards Section in advance at 954-357-6500 or email Profstandards@broward.org to make an accommodation request.

County-wide Emergency Responsibilities

Note: During emergency conditions, all County employees are automatically considered emergency service workers. County employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation and are expected to perform emergency service duties, as assigned.

County-wide Employee Responsibilities

All Broward County employees must serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Broward County’s Employee Code of Ethics, gift, and conflict of interest policies.

All Broward County employees must 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, color, religion, sex, national origin, age, disability, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression.