Administrative Coordinator

General Description Provides Coordination of Administrative functions to North Florida Workforce Development Board. Essential Job Functions Finance Functions - Procurement - Quote/Bid Solicitation - IT and related items - Facilities, including electrical, plumbing, HVAC, and other maintenance - Prepare documentation for contracts, transactions, compliance - Certifies ineligible vendors - Maintains all records related to procurement/purchase including scoresheets, notices, and quotes - Verify accuracy of financial and transactional data - Purchasing - Maintains vendor lists - Data entry - Analyze financial records - Established business relationships to facilitate work activities - Assist in budget creation and reconciliation - Provide monthly expenditure reports - Audit preparation and support - Finance monitoring preparation and support - Internal monitoring of finance files - Custodian of all purchasing and related files, including contracts, leases, insurances - Accounts Payable and Check processing - Prepares and maintains record of deposits - Positive Pay Matching - Ensures compliance with Administrative Plan and Cost Allocation Plan, as well as ensures these documents are in compliance with all applicable law and guidance - Administrator for Global Cash Card participant reloadable card program - Administrator for Microix Participant and Vouchering System Scheduling - Organize and arrange travel and lodging - Facilitate conference and other event registration - Gate-keeper for Administrative staff Facilities Management - Oversees contracts and providers for services including security and janitorial - Communicates with landlord(s) regarding facility maintenance - Arranges for preventative and emergency facility maintenance as necessary - Facilitates building projects, renovations, and refurbishments - Inventory Management - - Includes maintaining and updating inventory with FAIN, and handling disposal of fully depreciated assets - Orders supplies and keeps inventory of needed items - Routinely audits supply usage to determine areas where improvements might be made - Maintains copiers and printers through Managed Printer Services - Security administrator - Equipment record keeper including tracking of what is issued to staff - Key custodian back-up Personnel Records Custodian Onboarding of new hires Maintains personnel files Employee Action Forms []{style="font-size: 1 "}