Do you thrive in an environment that is geared towards outstanding hospitality? Do you have a passion for being innovative and creative? Is hard work on your top list of ideals? Are you a steward of your working environment? Then read on…

The Villages Community Development Districts (The District) tops the list of community development districts that continues to grow in one of the most scenic locations in Florida, The Villages. Our collective commitment to hospitality, innovation & creativity, hard work and stewardship help employees thrive and excel in many fields within The District. An immediate full-time opportunity exists for an individual with commitment, a “passion” for excellence to join our Finance Department. This position requires a solid background of advanced customer service and organizational skills. The incumbent will enjoy a challenging atmosphere and being part of a productive team that supports The District. The District is looking for an individual with a desire to utilize their cutting-edge skills in support of the Finance department. The District provides a supportive and engaging workplace that is committed to developing great talent, coupled with competitive compensation and benefits. Do not pass up this opportunity to be a part of a positive, expanding organization.

Competitive Benefits as a full-time employee of the District include:

• Medical Insurance (fully paid for employee single coverage)
• Voluntary health benefits including Dental and Vision Insurance
• 401(a) Retirement Plan, with contributions funded by the District
• 457(b) Retirement Plan, permitting employee pre-tax deferrals
• Flexible Spending programs for both Medical and Dependent Care
• Employee Assistance Program
• Paid Time Off
• Tuition Reimbursement
• Public Service Loan Forgiveness Eligible
• Tier 2 qualifying organization for The Villages Charter School

JOB SUMMARY

Reporting to the Finance Director, the Administrative Coordinator performs complex administrative duties in support of the Finance Director, as well as other professional and non-professional staff of the Finance Department. Directs and oversees the department’s daily office operations under the direction of the Finance Director to ensure efficient functioning. Works with a general outline of tasks to be performed within the areas defined below and, with minimal supervision, develops work methods and sequences to successfully accomplish these duties within the designated timeframes. This is a multi-faceted position responsible for working with all levels of management at any given time, including but not limited to, internal and external District department members, elected board members, residents, vendors, other government entity representatives and the public. Additionally, provides support to other department supervisors and works on projects as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes, but not limited to)

Budget and Reporting

• Collects, analyzes, and summarizes current budget data to assist the Finance leadership in preparation of the annual budget.
• Manages the department’s supply and maintenance and repair budgets to ensure maximum value is obtained from available resources.
• Runs monthly departmental financial statements for the department to manage expenditure controls for departmental purchases.

Annual Audit Compliance

• Provides assistance in managing Auditors’ fieldwork requirements for interim and year-end audits.
• Assists with final technical review of all audit reports for submittal to the District Boards of Supervisors.
• Prepares scans and transmits all Audited Financial Reports to the required entities in a form specified within required timeframes and deadlines.
• Assembles Audit report books if changes were made after Auditor had already printed the final report.

Information Management

• Ascertains the Finance page on the District website is current, uploads monthly financial statements and the annual Audited Financial Reports within required timeframes and deadlines.

Federal, State & Bank Compliance Reporting

• Manages and maintains the Public Deposit Identification and Acknowledgement forms for all the public fund bank accounts to meet mandatory compliance under Chapter 280, Florida Statutes
• Accurately completes the Public Depositor Annual Report and submits approved report to the State of Florida Chief Financial Officer by November 30th of each year for all Districts.

• Annually monitors expirations and ensures timely renewal, of all Districts’ State Tax Exempt Certificates Obtains FEIN numbers from the Internal Revenue Service and manages files for new Districts/organizations as requested and within designated timeframes.
• Maintains and updates signatory and wire agreement lists for all districts’ bank and investment accounts, as staff and/or District Supervisors change.

Administrative

• Accurately prepares and submits agenda items and Board resolutions within required timeframes to Board of Supervisors meetings.
• Attends weekly staff meetings, accurately prepares meeting documents, tracks action items, sends reminders and communicates with meeting attendees as required and within designated timeframes.
• Maintains and updates Financial Organization chart, fund transfer log and Finance Department PC assignment inventory, and other department documents, as needed.
• Prepares purchase requisitions, travel requests, check request and leave request forms as required and within designated timeframes.
• HR Liaison - Assists with human resources tasks as required, including scheduling interviews, monitoring employee development training, performance evaluations, and monitors leave tracking within designated timeframes. Submits Employee Change Notices (ECN) for New Hires, Promotions, Transfers, and Terminations as required.

General

• Oversees general office procedures for department, provides assistance and guidance to department clerical and administrative staff as requested and/or directed; reviews outgoing correspondence for accuracy, ascertains customers are taken care of promptly and provides phone coverage for the team.
• Composes and prepares routine and non-routine business correspondence as required and within the required timeframe.

Additional

• Performs other duties as assigned.
• May be expected to perform additional duties in an emergency.