Administrative Services Coordinator

Salary : $64,355.20 - $99,756.80 Annually
Location : FL 33156, FL
Job Type: Full-Time
Job Number: 2025-0015
Department: Pinecrest Gardens
Division: Pinecrest Gardens
Opening Date: 04/10/2025
Closing Date: 5/30/2025 4:30 PM Eastern

General Purpose

Performs advanced professional and business administration duties for Pinecrest Gardens and supports the Pinecrest Gardens Director in the implementation of the department's policies, procedures, and coordination of fiscal duties.
Essential Duties and Responsibilities

• Assists the Director in preparing, monitoring, and reconciling the department's annual operating and capital budgets.
• Manages accounts payable and receivable, including invoice processing, payment collection, and monitoring outstanding balances.
• Reconciles and reports revenue streams such as concessions, admissions, memberships, merchandise, venue rentals, programs, donations, and special events.
• Batches and processes daily revenue transactions, including cash, electronic funds transfers, checks, and credit cards.
• Prepares and processes bank deposits and maintains record of petty cash activity.
• Coordinates with Operations to maintain and troubleshoot payment collection devices, ensuring accurate daily close-out reporting.
• Coordinates with Operations to maintain and troubleshoot payment collection devices, ensuring accurate daily close-out reporting.
• Monitors budget-to-actual variances, identifies financial trends, and recommends proactive budget control measures.
• Conducts financial reviews and prepares reports to assist the Director in decision-making.
• Assists Director with administering vendor contracts, ensures timely payments, and manages annual renewals.
• Oversees ticketing and payment reconciliations, including third-party vendor payouts.
• Coordinates with internal teams to invoice and process payments, monitor expenses and ensuring accurate reporting.
• Prepares and submits grant reports for local, state, and federal agencies, ensuring compliance with funding requirements.
• Assists in grant reconciliation and collaborates with program lean and the grant writer to ensure accurate reporting.
• Processes bi-weekly payroll, audits time and attendance records, and resolves discrepancies in coordination with managers.
• Serves as the system co-administrator and liaison for the box office and ticketing platform, assisting patrons with membership, ticketing and subscription requests.
• Coordinates the box office operations during major events and evaluates ticket pricing and participation data for program enhancements.
• Works with programming leads to compile post-event financial reports, summarizing revenue, expenses, ticket sales, and other key metrics.
• Oversees the garden membership program and assists the Director with donor stewardship, and sponsor fulfillment.
• Responds to public inquiries and complaints, ensuring timely resolution of service issues.
• Maintains and updates standard operating procedures for financial and administrative functions.
• Drafts written correspondence, reviews, proofreads, and edits marketing materials, including brochures, website content, and email communications.
• Serves as the liaison to the Friends of Pinecrest Gardens board, prepares and disseminates meeting notices and materials, tracks donations and expenses, and generates periodic reports.
• Responds to public inquiries and complaints, ensuring timely resolution of service issues.
• Attends weekly staff meetings and other required meetings. Assists the Director by compiling the meeting agendas.
• Ensures compliance with all Village of Pinecrest policies and procedures.
• Performs other related duties as assigned.

Minimum Qualifications

Education and Experience:
Bachelor's degree from an accredited college in a related field such as public administration or business administration and three (3) years of experience in the performance of bookkeeping, general administrative and clerical work, or equivalent combination of education and experience.

Additional Qualifications:

• Must be computer literate and proficient in Microsoft Office programs including Excel, PowerPoint, and Word.
• Must have considerable knowledge of modern office practices and procedures.
• Must be fluent in the English language. Ability to communicate in Spanish is desired.
• Ability to meet and interact with the public, staff members, and elected officials in an effective and courteous manner.
• Ability to work evenings, weekends, and holidays.
• Must be a non-smoker.
• Applicants must complete all requirements established by the Village of Pinecrest for employment. This may include, but not limited to, a written examination, typing test, psychological screening to determine suitability for position, polygraph examination, comprehensive background investigation, and a job-related medical examination including a drug/alcohol screening test.
• The minimum qualifications may be waived by the Village Manager.

Knowledge, Skills and Abilities:

• Ability to type at least 30 words per minute.
• Ability to perform several tasks at one time.
• Ability to maintain a high level of organization with attention to detail.
• Ability to prioritize duties and meet department goals and deadlines.
• Ability to deal with confidential and sensitive matters and exercise discretion.
• Ability and responsibility to effectively work independently, exercise discretion and independent judgment and maintain confidentiality and professionalism in the execution of duties.
• Ability to get along with others and work effectively and courteously with fellow workers, officials, other agencies and the public.

Application Process & Documentation

Instructions: Please read carefully. Failure to follow instructions may disqualify you from the selection process.

Attach all required documents to your application each time you apply for a position with the Village of Pinecrest. Documents which you may have previously uploaded remain in your profile but will not attach automatically and you will be deemed ineligible without the proper documentation.

The following documents are required to be uploaded with your application:

A valid driver license from any state must be uploaded with application.

Proof of education must be submitted with application. Either a high school or GED certificate or university diploma. If submitting transcripts, it must indicate that a degree was conferred.

Complete the Disclosure and Authorization Form and attach to your employment application in pdf format. Click here to obtain the form.

Resumesare Optional and may be attached, but are not required and shall not be reviewed in place of the employment application.

Additionally, applicants must completely detail their work experience on the application, including but not limited to, dates of employment and reasons for leaving prior employment or risk being disqualified.

Veterans Preference: Veterans Preference is awarded in accordance with Florida State Statute 295.07. If veteran's preference is being claimed, it must be indicated on the application form and proper documentation, including all forms DD-214 must be submitted with the application.

Prior to employment, successful completion of a background investigation will be required. Depending upon the position, a medical examination and/or drug screen may be required. Additionally, appointment to certain positions (including promotions or transfers) may be contingent upon submission of official transcripts.

The Village of Pinecrest is an Equal Opportunity Employer and a Drug and Alcohol Free Workplace
The Village of Pinecrest complies with the Equal Pay Act which requires that men and women in the same workplace be given equal pay for equal work.
The Village of Pinecrest participates in the E-Verify Program
The Village provides a comprehensive benefits package to all full-time employees. Please click on the following link for a summary of benefits.
01

Do you possess a Bachelor's degree (or higher) from an accredited college in Public Administration, Business Administration or a closely related field?)

• Yes
• No

02

Do you possess at least three (3) years work experience in bookkeeping work or an equivalent combination of education and experience in the bookkeeping field?

• Yes
• No

03

Have you completed the Disclosure and Authorization Form and attached to your employment application? This is a 1-page document and must be attached.

• Yes
• No

Required Question