Director - Administrative Services

Director - Administrative Services
Clerk of the Circuit Court & Comptroller Financial Services Department
 West Palm Beach, Florida
Job Description

This is your opportunity to join an award-winning team that is nationally recognized by the Government Finance Officers Association (GFOA) as a leader in governmental administration responsibilities within the Finance Department. The Clerk of the Circuit Court & Comptroller’s office, located in the heart of downtown West Palm Beach and one of the largest counties east of Mississippi River, is seeking a Director of Administrative Services within the Finance Division to oversee our Financial Systems & Project Management (FSPM), Finance Systems Solutions (FSS), Procurement, Accounting, Payroll and Internal Services departments. The Director must possess excellent communication skills, work well under pressure and thrive in a fast-paced, innovative and challenging environment.

We believe that culture matters, and we continuously reaffirm our commitment to making our office a great place to work.

Why work for us?

Clerk Benefits

We offer superior health care plans with lower cost, competitive retirement and pension plans, which include the Florida Retirement System and an optional 457 deferred compensation plan, generous paid time off and paid holiday.

Clerks for a Cause

We are committed to making Palm Beach County a great place to live and work by supporting local charities that improve the quality of life of our residents.

Clerks for Wellness

Our nationally recognized wellness program improves the physical, emotional and financial health of our employees. The program features a variety of wellness opportunities and events, including regular lunch and learn workshops, lifestyle challenges, training events and one-on-one meetings with financial planning experts.

Responsibilities of this position include the day-to-day operations and leadership support for the following departments within the Administrative Services section of our Finance Services Division:

EXAMPLES OF DUTIES WITHIN EACH DEPARTMENT:

Financial Systems & Project Management (FSPM): The Clerk of the Circuit Court & Comptroller’s FSPM department performs application system administrator and business analysis/project management functions. FSPM gathers requirements and acts as liaison between the Finance departments, Palm Beach County departments, and third-party vendors. It also analyzes, evaluates, and recommends technical solutions to issues or where technology can be utilized to gain efficiencies. FSPM participates in automated system implementations and provides ongoing support, security administration, and documentation of technical and business systems.

Finance System Services (FSS): The Clerk of the Circuit Court & Comptroller’s FSS department provides technology and business process related support to Finance Departments. This includes workflows, best practices, systems testing and implementation, troubleshooting, creating and maintaining reports, and special projects. It also is responsible for providing various user training and job aids for Finance employees and financial system training to Board of County Commissioners departments.

Procurement:

The Clerk of the Circuit & Comptroller’s procurement department reviews all related Clerk of Circuit Court & Comptroller contracts to ensure compliance with the Clerk of Circuit Court & Comptroller’s policy. The department also verifies that purchases meet the requirements for competitive pricing to ensure the lowest cost is obtained for operating supplies, forms, bulk items and technology purchases and that that all purchases serve a public purpose.

Accounting:

The Clerk of the Circuit Court & Comptroller’s accounting department records and distributes all revenues received for court fees, fines and service charges as well as recording fees. It also issues vendor payments associated with the Clerk’s organization, processes court-ordered disbursements, refunds, and juror checks. All court-related collections are disbursed to local municipalities and to state agencies pursuant to Florida Statutes. In addition, the department conducts pre-audits of disbursements and travel reimbursements for Clerk & Comptroller personnel to ensure they serve a public purpose, comply with the law and are within the Clerk’s budget.

Payroll:

The Clerk of the Circuit Court & Comptroller’s payroll department processes payroll for over 7,000 employees from three organizations (Clerk of Circuit Court & Comptroller, Board of County Commissioners and Palm Tran). It is responsible for establishment of countywide payroll procedures, preparation of payroll, maintenance of all earnings and deductions records, ensuring that payroll practices meet federal, state and contractual requirements.

Internal Services:

The Clerk of the Circuit Court & Comptroller’s internal services department consists of several sections that provide services internal to Finance and Clerk’s office. Facilities coordinates and handles facilities related requests for the organization. The Fixed Assets section handles the management of fixed assets and associated documentation. Security handles security related matters and our continuity of operations document (COOP). The scanning team provides scanning services for the Finance departments that have implemented the use of our Content management system.

TYPICAL QUALIFICATIONS:

Required Qualifications:

Bachelor's degree in Accounting, Public Administration, Business Administration, Project Management, Information Systems, or related field.

(10) Years of recent and relevant experience that provides expertise in governmental operations and practices, such as accounting, payroll, finance systems, project management or some combination thereof; leadership experience is extremely important in this role (i.e. supervising, training, hiring, disciplinary action, employee counseling, performance management, and recommended personnel actions, etc.).

Preferred Qualifications:

Master’s degree in Finance, Information Systems, Public Administration, Business Administration or related field.

SUPPLEMENTAL INFORMATION:

Note: Vacancy postings may be cancelled at any time based on business needs. Applicants who have applied will be notified of cancellations.

The Clerk of the Circuit Court & Comptroller’s Office is an Equal Opportunity Employer and a Drug-Free Workplace. Depending on the position, candidates are subject to drug screening, a physical and a background check as a condition of employment. Certain service members and veterans, and the spouses and family members of the service members and veterans, receive preference and priority in employment and are encouraged to apply for the positions being filled. Pursuant to Florida Statute, Chapter 295, Section 07(4)(b), heads of departments and certain managerial positions are exempt from Veterans’ Preference. Pursuant to Florida Statute 295, Section 09 (b) and (c), Veterans’ Preference promotion preference shall apply to a person who was a veteran when employed by the state or its political subdivision and who was recalled to extended active duty and shall apply only to a veteran's first promotion after reinstatement or reemployment, without exception. To claim preference, an applicant must complete and upload both the Veterans’ Preference Claim Form and required documentation prior to the position’s posted closing date. Hiring decisions are based on qualified candidates’ non-numerical assessments and numerical assessments, which include interviews.

If an applicant claiming veterans’ preference for a vacant position is not selected, they may file a complaint with the Florida Department of Veterans' Affairs (DVA), 11351 Ulmerton Road, Suite 311, Largo, FL 33708.

If an applicant seeking veterans’ preference in employment in the state of Florida is not selected for the position and is so notified, they must file their complaint with the DVA within 60 calendar days from the date the applicant is notified.

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