• Prepare documents including correspondence and reports, ensuring proper grammar, spelling, punctuation, and formatting.
• Serve as the primary back-up for coverage of the agency’s Front Desk Receptionist.
• Answer routine questions and provide information as required.
• Maintain department files and filing systems for HR and Fiscal Departments.
• Scan, create files and maintain each department’s filing systems as needed
• Prepare files and submit them for archive and storage.
• Scan and update employee files in the agency's DMS System.
• Match accounts payable invoices with checks to ensure that checks correspond to invoice amounts.
• Reconcile billing and prepare check requisitions for assigned account(s).
• Prepare purchase requisitions as directed.
• Open, sort, and distribute incoming mail.
• Distribute and/or mail check and vouchers to vendors, staff and participants as needed.
• Ensure appropriate documentation for distributed checks is completed and maintained.
• Operate copiers and other office equipment.
  
• Communicate with coworkers, management, staff, clients, the general public, and others in a courteous and professional manner.
• Assist with coordinating and scheduling interviews.
• Assist with conducting reference checks.
• Maintain applicant tracking information for all posted CSBD positions.
• Establish and prepare register and position files for CSBD posted positions as needed.
• Maintain adequate separation of duties as designated by Sr. Vice President of Finance and/or stipulated by internal control processes.
• Conform with and abide by all regulations, policies, work procedures, and instructions for internal controls.
• Respond promptly when returning telephone calls and replying to correspondence and faxes.
• Assist Contract Payment Clerk to check Employ Florida/OSST to confirm ITA Training
• Assist with checking and verifying mileage calculations for staff and providers requesting mileage reimbursements.
• Assist with checking Support Services Requests.
• Distribute invoices coming in through drop boxes, to the appropriate departments.
• Maintain spreadsheets of monthly expenditures to ensure billing for all months are received and payments are made.
• Assist with updating weekly cash order.
• May be assigned other responsibilities on a temporary or ongoing basis as necessary for the delivery of quality service within the Departments or CSBD as an organization.

Requires a high school diploma or equivalent (Associates degree preferred) with knowledge of office procedures plus a minimum of two years experience in an administrative or senior clerical position. HR/Recruitment experience is a plus. Must be proficient in Microsoft Office Suite, detail oriented and able to perform mathematical calculations and spreadsheet functions. Good communications and interpersonal skills are necessary. Must be proficient and accurate in the use of office equipment such as a computer, calculator, telephones, copying machine, etc. The ability to establish and maintain effective working relationships with other employees at all levels and the general public; the ability to effectively communicate orally and in writing and the ability to perform many tasks in a short time frame is necessary.

CareerSource Broward provides necessary reasonable accommodation in the interview process upon request to persons with disabilities. Such requests must be made PRIOR to any scheduled interview.

CareerSource Broward is an E-Verify employer. For more information, click on the link to the E-Verify website https://www.e-verify.gov/

All individuals selected for hire must provide original documentation as referenced on the Form I-9 List A or List B and C, documenting their identity and employment eligibility. List B documents must contain a photo.