Administrative Officer 2POSITION SUMMARYThe Administrative Officer 2 (AO2) is a supervisory position which involves decision making, working independently as well as part of a team. The AO2 is the direct supervisor of two front desk clerks and the main cashier. This position requires excellent customer service skills as the AO2 will be responsible for managing all the responsibilities of the reception unit which include proper response and handling of all incoming calls and walk-in customers, proper distribution of check pickups, distribution of incoming mail, monitoring the performance of the Finance Call Attendant System, maintaining proper inventory levels for supplies, and analyzing /maintaining front desk procedures ensuring compliance by the staff. This position requires that the incumbent works at the office five days a week, Monday to Friday from 8:00AM to 5:00PM. Remote working or working from home is not an option for this position and will not be allowed.
PREFERRED QUALIFICATIONS:
1-3 years of administrative experience Strong customer service background with the ability to handle high volume, in person interactions.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Manages the Accounts Payable (AP) check stock supply, ensuring AP checks are properly safeguarded. Responsible for coordination and management of the Finance Call Attendant System. Responsible for the proper distribution, recording, follow ups and release of checks held for pickup by departments or suppliers. Approves check release for internal and external customers through the INK Check Electronic Signature Release program. Responsible for developing and revising check release procedures ensuring compliance. Responsible for purchasing of supplies/inventory through Miami-Dade County's INFORMS system. Evaluate and rate employee performance, discuss ways to improve. Supervises two clerks assigned to the Reception Unit and the Main Cashier. Maintains staffing, payroll and timesheets for reception unit. Ensures all incoming calls are answered in a timely fashion and routed correctly through the electronic FIN Front Desk Form program. Ensures that all walk-in requests and inquiries to the Finance Department are handled properly. Supervises the mail process for the Finance department, ensuring it is routed timely and properly. Responsible for monitoring and maintaining adequate inventory stock levels of checks, envelopes, and other supplies critical for the operation of the department and procuring timely replenishments. (Inventory Control) Analyze policies, procedures and provide recommendations as needed. Performs special projects and related work as required. KNOWLEDGE, SKILLS, AND ABILITIES Excellent Customer Service skills Supervisory skills Analytical skills WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS Work is primarily performed in office environment, with extended periods at a computer. May involve light lifting (up to 10 lbs.).
