Job Description
Minimum Qualifications
High school diploma or GED. Two years of advanced clerical experience are required. Completion of college coursework may substitute for the required work experience on a year-for-year basis.
Recruitment Notes
The position requires responding to public records requests from media, candidates, campaigns, political parties, attorneys, government officials, and the public, which requires strong writing skills. The position holder will be responsible for the imaging of documents into the Electronic Document Management System (CARA) and assisting with the processing of financial disclosure and outside employment forms. Moreover, the job requires receiving, storing, retrieving, and disposing of heavy boxed records (up to 50 pounds) in accordance with established records management regulations and procedures set forth by the State of Florida and the Elections Department. Work is reviewed by the Elections Operations Administrator to ensure compliance with departmental policies as well as state and local election laws. This position may lend itself to Miami-Dade Elections Telecommuting Policy, which includes flexible work schedules and remote home working in those areas where such a policy is viable and meets the goals and objectives of the operations.
Overview and nature of work: This position serves as the coordinator between County, Municipal, and Advisory Boards points of contact, and provides orientation and guidance to financial disclosure and outside employment filers to ensure adherence to County and State filing requirements. Responsible for the management of all financial disclosure and outside employment activities, providing support to filers, County Departmental Personnel Representatives and County Advisory Board Coordinators during and after the filing deadlines, as well as receiving, processing, review, and imaging of all financial disclosure statements. Reviews the submitted financial disclosure and outside employment statements filed with the Elections Department for completeness and compliance with State and County laws; communicates with filers, County Departmental Personnel Representatives, and County Advisory Board Members on the number of County and State filing requirements; provides procedural guidance to filers regarding obligations, approaching deadlines, deficiencies in documentation, and ways to remedy them. Meticulously maintains all communication between the Elections Department and other financial disclosure and outside employment coordinators, Municipal Clerks, County Advisory Board liaisons, and filers regarding filed statements, undeliverable mail, and delinquencies. Maintains an organized record of all filers on the internal database and images ail hardcopy statements to the Department's online repository. Requires extensive institutional knowledge on complex state and county laws, and stays abreast of any filing requirement changes, as required within the scope of the job.
Illustrative Tasks: Financial Disclosure and Outside Employment Reporting
- Serves as the coordinator between County, Municipal, Advisory Boards point of contact, and provides orientation and guidance to financial disclosure and outside employment filers to ensure adherence to County and State filing requirements. Responsible for the management of all financial disclosure and outside employment activities, providing support to filers, County Departmental Personnel Representatives and County Advisory Board Coordinators during and after the filing deadlines, as well as receiving, processing, review, and imaging of all financial disclosure statements.
- Reviews the submitted financial disclosure and outside employment statements filed with the Elections Department for completeness and compliance with state and county laws; communicates with filers, County Departmental Personnel Representatives, and County Advisory Board members on the number of county and state filing requirements; provides procedural guidance to filers regarding obligations, approaching deadlines, deficiencies in documentation, and ways to remedy them.
- Meticulously maintains all communication between the Elections Department and other financial disclosure and outside employment coordinators, municipal clerks, county advisory board liaisons, and filers regarding filed statements, undeliverable mail, and delinquencies.
- Maintains an organized record of all filers on the internal database and images all hardcopy statements to the department’s online repository.
Knowledge of Complex Filing Requirements and Interactions with Other Agencies
- Possesses a thorough understanding of complex state and county laws and stays abreast of any filing requirement changes.
- Interacts regularly with county, municipal, and county boards filers regarding their financial disclosure and outside employment state or county filing requirements.
- Provides guidance on a continuous basis to all county departments, municipal clerks, and county board liaisons on financial disclosure and outside employment matters. Serves as a source of information for filers with statement submittals, acceptable forms, and all other financial disclosure and outside employment related matters.
- Works closely with immediate supervisor, the Florida Commission on Ethics, and the Miami-Dade County Commission on Ethics to ensure filer’s compliance and answering of public records requests.
Database Management and Website Maintenance
- Helps maintain the financial disclosure and outside employment section of the Elections Department website to ensure all relevant forms are update for the current filing tax year and the weekly filer status reports are uploaded. Assist with the financial disclosure mailings, database audits, and provides programming assistance as needed to upgrade databases or develop new reporting tools.
- Conducts annual trainings in conjunction with the Miami-Dade County Commission on Ethics and the Miami-Dade County Clerk of the Board to financial disclosure and outside employment department coordinators to provide a comprehensive education on filer’s filing requirements. Responds to inquiries related to financial disclosure and outside employment Florida Statutes and County Code.
Special projects
- Assists with specials projects including but not limited to: candidate qualifying, ballot proofing, providing staff support to Canvassing Board meetings; assisting with the scanning of precinct registers, developing divisional procedures, participating in outreach events, and providing support to election critical operations, as needed.
Knowledges, abilities, and skills: Knowledge of Microsoft Access, Excel, Word, PowerPoint, and Outlook to include complex data management and data queries. Prudent resource management, sound judgment, technical knowledge, and performance improvement initiative. Possess exceptional customer service skills, strong written and verbal communication skills, and ability to maintain healthy public relations.
Miami-Dade County offers a hybrid work schedule and fringe benefits that include paid vacation, sick leave, parental and bereavement leave, 13 paid holidays, three floating holidays, one birthday holiday, medical, dental, and life insurance, contributory membership in the Florida Retirement System and 50% tuition reimbursement assistance. Optional benefits include: vision, legal, and short-term and long term disability insurance, 457 pre-tax savings plan, and flexible spending accounts.
Apply online at www.miamidade.gov/jobs. For additional information, please contact Jessica Almendares at jessica.almendares@miamidade.gov
Resumes and other information submitted in response to this advertisement are public records pursuant to Chapter 119 Florida Statutes. Hiring decisions are contingent upon results of a background check and pre-employment physical.
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