HomeMy WebLinkAbout06/18/2025 Agreement GVS COURTq°
o: A Kevin Madok, CPA
-
�o ........ � Clerk of the Circuit Court& Comptroller Monroe County, Florida
�z cooN
DATE: June 27, 2025
TO: Alexsa Leto
Guardian Ad Litem, 16t' Judicial
Lacy Caraballo
Guardian Ad Litem, 16t' Judicial
FROM: Liz Yongue, Deputy Clerk
SUBJECT: June 18, 2025 BOCC Meeting
The following items have been executed and added to the record:
C5 Interlocal Agreement between Monroe County and Statewide Guardian Ad Litem
Office for reimbursement for services of Administrative Specialist 11 position, not to exceed
$75,836.00, billed as-used in intervals of forty (40) hour work weeks, for a period starting on
July 1, 2025 and ending on September 30, 2025, with the option to extend through June 30,
2026.
C13 Interlocal Agreement between Monroe County and Statewide Guardian Ad Litem
Office for reimbursement for services of Child Advocate Manager position, not to exceed
$86,601.00, billed as-used in intervals of forty (40) hour work weeks, for a period starting on
July 1, 2025 and ending on September 30, 2025, with the option to extend through June 30,
2026.
Should you have any questions please feel free to contact me at(305) 292-3550.
cc: County Attorney
Finance
File
KEY WEST MARATHON PLANTATION KEY
500 Whitehead Street 3117 Overseas Highway 88770 Overseas Highway
Key West, Florida 33040 Marathon, Florida 33050 Plantation Key, Florida 33070
Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0
AGREEMENT WITH STATEWIDE GUARDIAN AD LITEM OFFICE FOR
REIMBURSEMENT FOR SERVICES OF
ADMINISTRATIVE SPECIALIST II
THIS INTERLOCAL AGREEMENT, made and entered into this 18th of
June , 2025, by and between the STATEWIDE GUARDIAN AD
LITEM OFFICE (hereinafter "GAL") and MONROE COUNTY, a political
subdivision of the State of Florida (hereinafter "County"), which when referenced
together shall be called"the Parties."
WITNESSETH
WHEREAS, in the 2012 regular legislative session, the Florida legislature passed
SB 1960, now codified in § 39.8297, F.S., which in pertinent part states that the executive
director of the Statewide Guardian ad Litem Office may enter into an agreement by which
a county agrees to provide funding to the local guardian ad litem office in order to employ
persons who will assist in the operation of the GAL Office within the county; and
WHEREAS, the Monroe County Board of County Commissioners ("Board" or
"BOCC")recognizes the benefit the Sixteenth Judicial Circuit GAL Office provides to the
County's children involved in the dependency system and desires to provide funding as
stated herein for additional personnel support to the local GAL Office; and
WHEREAS,the Board further desires the personnel services provided herein shall
not result in it or the County bearing employment liability risk as a result of the fact that
the County will not be able to manage, control, or oversee the personnel funded under this
Agreement, nor the work environment in which such personnel will work; and
WHEREAS, in previous years, the Parties have agreed to fund a position now
classified as an Administrative Specialist II; and
WHEREAS,the Parties wish to continue such funding under the established terms
and conditions for the initial period starting July 1, 2025 and ending September 30, 2025;
and
WHEREAS, the Parties recognize that this three (3) month period will bridge the
gap between the State of Florida's fiscal year starting on July 1, 2025, and the County's
fiscal year starting on October 1, 2025; and
WHEREAS, the Parties have agreed that should the County's new budget for its
Fiscal Year 2025-2026 allow for the extension of this funding agreement, then the Parties
may extend the agreement through a duly executed amendment hereto setting forth the
amended/new natural termination date of June 30, 2026; and
WHEREAS, furthermore, if said funds are approved within the County's new
budget, the Board of County Commissioners hereby authorizes the County Administrator
to execute such amendment administratively and without further formal BOCC approval
1
Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0
pursuant to the authority expressly provided herein and consistent with the County's
Purchasing Policy; and
WHEREAS,the Parties desire to achieve these aims by entering into this Interlocal
Agreement; and
WHEREAS, this Interlocal Agreement is entered into pursuant to the authority
vested in the Parties under § 39.8297, F.S and § 163.01, F.S., and set forth the following
provisions for funding personnel with the local GAL Office.
NOW, THEREFORE, in consideration of the terms, conditions and covenants
hereinafter provided, the Parties agree as follows:
SECTION ONE: POSITION AND GUARDIAN AD LITEM RESPONSIBILITIES
A. The Parties hereby confirm that the above recitations are true and correct, and
hereby adopt and incorporate same as if set forth in full. The Board of County
Commissioners has agreed to provide funding for an Administrative Specialist 11
position for the local GAL Office starting on July 1,2025 and ending on September
30, 2025, with the option to extend to June 30, 2026.
B. The duties and responsibilities of the Administrative Specialist 11 position will be
as shown in the job description attached hereto as Attachment"A."
C. The local GAL Office will coordinate with the County to ensure that funding for
the position will be allocated and tendered for hours worked at the rate of $25.00
per hour at 40 hours per week for the period commencing on July 1, 2025 and
ending on September 30, 2025 pursuant to this Agreement.
D. The local GAL Office agrees to diligently manage and supervise the individual
hired in the position pursuant to GAL personnel policies and procedures; and the
GAL Office agrees to take sure measures as are necessary to ensure that the
individual hired in the position complies with the GAL personnel policies and
procedures.
E. The Parties agree that the individual who is chosen to hold the position of
Administrative Specialist 11 will be hired, supervised, managed, and terminated by
the Executive Director of the Statewide Guardian ad Litem Office.
Notwithstanding, an individual who is employed under this Agreement may be
terminated after a substantial breach of the Agreement or because funding to GAL
Office has expired.
F. The Statewide Guardian ad Litem Office is responsible for compliance with all
requirements of federal and state employment laws, and shall be considered the
employer for all purposes, except that the County is the employer for purposes of
Section 440.10, F.S., and Chapter 443, F.S., only.
2
Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0
G. By signing this Agreement, the GAL Office warrants that he/she/it has not
employed, retained or otherwise had act on his/her/its behalf any former County
officer or employee in violation of Section 2-149, Monroe County Code of
Ordinances, or any County officer or employee in violation of Section 2-150,
Monroe County Code of Ordinances. For breach or violation of this provision the
County may, in its discretion, terminate this Agreement without liability and may
also, in its discretion, deduct from the funds committed through this Agreement or
otherwise recover, the full amount of any fee, commission, percentage, gift, or
consideration paid to the former County officer or employee pursuant to Subsection
2-152(b), Monroe County Code of Ordinances.
SECTION TWO: COUNTY RESPONSIBILITIES
A. The County agrees to reimburse the local GAL Office at one hundred percent
(100%) of the actual incurred cost of salary, as specified herein. In addition, the
County agrees to reimburse the local GAL Office for any and all payment of FICA
taxes, withholding taxes, state and federal unemployment taxes, retirement
benefits, and insurance benefits,not to exceed the amount budgeted by the Monroe
County Board of County Commissioners for the position during the County's fiscal
year. For purposes of establishing a maximum dollar figure across the entire period
of one (1) year, the maximum amount to be funded pursuant to this Agreement is
$75,836.00; however, such portion of the maximum established herein may only
be billed as-used for the portion of the year that represents 40 hours per week for
the period commencing on July 1, 2025 and ending on September 30, 2025, unless
duly extended by the Parties. Notwithstanding, the County's performance and
obligation to pay under this Agreement is contingent upon an annual appropriation
by the Board of County Commissioners. In the event that the County funds on
which this Agreement is dependent are withdrawn, this Agreement is terminated,
and the County has no further obligation under the terms of this Agreement to the
Contractor beyond that already incurred by the termination date.
B. The County shall provide payment under this Agreement on a reimbursement basis.
Reimbursement shall be made monthly based on the local GAL Office's submission
and the County's approval of a monthly invoice. Payment shall be made in
accordance with the Florida Local Government Prompt Payment Act, as may be
amended from time to time. The GAL agrees to provide the County with
documentation of all costs represented on the invoice and the County may require
documentation of expenditures prior to approval of the invoice, and may withhold
payment if services are not satisfactorily completed or the documentation
requirement is not satisfied. Any payment due or any approval necessary under the
terms of the Agreement may be withheld until all evaluation and documentation
expenditures from the GAL and necessary adjustments thereto have been approved
by the County. However, the County agrees to use due diligence in approving and
to proceed with a sense of urgency and priority in making reimbursement to the
GAL.
3
Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0
C. The County shall only reimburse those reimbursable expenses that are reviewed
and approved as compliant with the Monroe County Code of Ordinances, and
Florida laws and regulations, which are submitted in accordance with Attachment
"B," Expense Reimbursement Requirements. Evidence of payment by the
Statewide Guardian ad Litem Office or the local GAL office within the 16Ih Judicial
Circuit shall be in the form of a letter, summarizing expenses, with supporting
documentation attached. The letter should contain a notarized certification
statement. An example of a reimbursement request cover letter is included as
Attachment"C."
D. After the Monroe County Clerk, or designee, examines and approves the request
for reimbursement, the Board shall issue reimbursement pursuant to Section Two,
Paragraph E., below. The total of said reimbursement expense payments shall not
exceed the total amount authorized by Monroe County Board of County
Commissioners through this Agreement and the BOCC's budgetary process.
E. Reimbursement by the County shall be made to the GAL at the following address:
Statewide Guardian ad Litem Office
Financial Resources
P.O. Box 10628
Tallahassee, FL 32302
F. To the extent that the County becomes liable for any payments required under
Section 440.10,F.S., and Chapter 443,F.S.,the GAL Office will be responsible for
reimbursement wherein said funds will be deducted from the annual budget
allocation to the GAL Office.
G. An individual who is employed under this Agreement may be terminated after a
substantial breach of the Agreement or because funding to GAL Office has expired.
SECTION THREE: AUDITING AND HOLD HARMLESS
A. All records and contracts required by this Agreement shall be available for audit,
inspection or copying during normal business hours and as often as the County
through their employees or agents may deem necessary and appropriate, except for
those records that are confidential and exempt from disclosure pursuant to Florida
law. Such records shall be maintained by the GAL Office in accordance with the
State retention schedule. The County shall have the right to obtain and inspect any
audit pertaining to the performance of this Agreement as permitted by law.
B. The GAL Office shall maintain at the local GAL Office within the Sixteenth
Judicial Circuit the complete and accurate records and supporting documentation
of the work and/or services provided by the individual employed in the position, as
well as expenses, costs, invoices, and materials provided and performed and
chargeable by the GAL Office to the County. In addition, the County reserves all
rights available to recuperate monies paid under this Agreement, including the right
4
Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0
to pursue a claim for violation of the County's False Claims Ordinance, located at
Section 2-721 et al. of the Monroe County Code, as may be amended from time to
time.
C. The GAL Office is responsible for compliance with all requirements of federal and
state employment laws, and, to the extent set forth in F.S. 768.28, as may be
amended, shall fully defend, hold harmless and indemnify the County from any
liability under such laws, as authorized by F.S. 768.28(19), as may be amended, to
the extent such liability is the result of the acts or omissions of the GAL Office or
its agents or employees, including but not limited to claims arising under Title VII
of the Civil Rights Acts of 1964; Title I of the Americans with Disabilities Act, 42
U.S.C. § 1983; the Family Medical Leave Act; the Fair Labor Standards Act;
Chapters 447 and 760, F.S.; §§ 112.3187, 440.105, 440.205, F.S.; and the Age
Discrimination in Employment Act, as amended from time to time.
SECTION FOUR: TERM/EFFECTIVE DATE
A. This Agreement shall commence on the date appearing on the first page; however,
the funding period provided hereunder starts on July 1,2025,and continues through
close of business on September 30, 2025 ("Initial Term"). This Agreement and
subsequent amendments thereto, shall be filed with the Monroe County Clerk of
the Circuit Court consistent with § 163.01(11), F.S., as may be amended from time
to time.
B. At the conclusion of the Initial Term, the Parties have agreed that should the
County's new budget(FY25-26)provide funds for the extension of this Agreement,
then the Parties may extend the agreement through a duly executed amendment
hereto setting forth the amended/new natural termination date of June 30, 2026. If
said condition precedent exists, the BOCC hereby authorizes the County
Administrator to execute such amendment administratively and without formal
BOCC approval pursuant to the authority expressly provided herein and consistent
with the County's Purchasing Policy. The GAL will need to formally execute any
amendment extending the term of this Agreement on its behalf, unless a grant of
authority is provided and legally sufficient for administrative approval/processing.
In the absence of a written amendment that extends this Agreement beyond
September 30, 2025, this Agreement shall lapse and automatically terminate. Any
renewal of this Agreement is subject to annual appropriation by the Board.
C. For any other alteration(s) or change(s) to the Agreement (i.e. amendments of a
general nature, beyond exercising the option to extend as provided herein), such
requires the prior written consent of the Board of County Commissioners in the
form of an amendment signed by both Parties that describes the updates to the terms
and conditions provided herein.
5
Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0
SECTION FIVE: BUDGET
Any and all funds provided by the County shall be used for the position described herein
and any unused portions of funds shall be returned to the County within thirty (30) days of
the end of the state fiscal year 2025 -2026,with an accounting summary to reflect how and
to what extent funds were used.
SECTION SIX: PUBLIC RECORDS
The Parties are public agencies subject to Chapter 119,F.S., as amended from time to time.
To the extent one of the parties is acting on behalf of another pursuant to § 119.0701, F.S.,
as amended from time to time, that parry must comply with all public records laws in
accordance with Chapter 119, F.S. In accordance with state law, each parry agrees to:
i. Keep and maintain all records that ordinarily and necessarily would be
required by the public agency in order to perform the services.
ii. Upon request from a parry's custodian of public records, provide the
requesting parry with a copy of the requested records or allow the records
to be inspected or copies within a reasonable time at a cost that does not
exceed the costs provided in Chapter 119, F.S., or as otherwise provided by
law.
iii. Ensure that public records that are exempt,or confidential and exempt,from
public records disclosure are not disclosed except as authorized by law for
the duration of the Agreement term and following completion of the
Agreement if the record-possessing parry does not transfer the records to
the other parties.
iv. Upon termination of this Agreement, at no cost, either transfer to the other
parties all public records or keep and maintain public records required by
law to carry out the purposes of this Agreement.
IF THE PARTIES HAVE QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, F.S., TO THE DUTY TO
PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT,
CONTACT THE CUSTODIAN OF PUBLIC RECORDS, FOR
COUNTY - CONTACT PHONE NO.: (305) 292-3470,
PUBLICRECORDSL& ONROECOUNTY-FL.GOV, MONROE
COUNTY ATTORNEY'S OFFICE, 1111 12TH STREET, SUITE 408,
KEY WEST, FL 33040; FOR STATEWIDE GUARDIAN AD LITEM
OFFICE - CONTACT PHONE NO.: (850) 922-7213,
PUBLICRECORDSL& L. L. " V, STATEWIDE GAURDIAN AD
LITEM OFFICE, P.O. BOX 10628, TALLAHASSEE, FLORIDA 32302-
2628.
If a parry does not comply with this section, the non-breaching parties will enforce
the Agreement provisions in accordance herewith and may unilaterally cancel this
Agreement in accordance with state law.
6
Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0
SECTION SEVEN: COMPLETE AGREEMENT
A. The Parties agree that there will be no discrimination against any person, and it is
expressly understood that the Parties agree to comply with all Federal and Florida
statutes, and all local ordinances, as applicable, relating to nondiscrimination.
These include but are not limited to: 1) Title VII of the Civil Rights Act of 1964
(PL 88-352) which prohibits discrimination in employment on the basis of race,
color, religion, sex or national origin; 2) Title IX of the Education Amendment of
1972, as amended (20 USC ss. 1681-1683, and 1685-1686), which prohibits
discrimination on the basis of sex; 3) Section 504 of the Rehabilitation Act of 1973,
as amended (20 USC s. 794), which prohibits discrimination on the basis of
disability; 4) The Age Discrimination Act of 1975, as amended (42 USC ss. 6101-
6107)which prohibits discrimination on the basis of age; 5)The Drug Abuse Office
and Treatment Act of 1972(PL 92-255), as amended,relating to nondiscrimination
on the basis of drug abuse; 6) The Comprehensive Alcohol Abuse and Alcoholism
Prevention, Treatment and Rehabilitation Act of 1970 (PL 91-616), as amended,
relating to nondiscrimination on the basis of alcohol abuse or alcoholism; 7) The
Public Health Service Act of 1912, ss. 523 and 527(42 USC ss. 690dd-3 and 290ee-
3),as amended,relating to confidentiality of alcohol and drug abuse patient records;
8) Title VIII of the Civil Rights Act of 1968 (42 USC s. 3601 et seq.), as amended,
relating to nondiscrimination in the sale, rental or financing of housing; 9) The
Americans with Disabilities Act of 1990 (42 USC s. 12101 Note), as may be
amended from time to time, relating to nondiscrimination on the basis of disability;
10) Monroe County Code Chapter 14,Article II,which prohibits discrimination on
the basis of race, color, sex, religion, national origin, ancestry, sexual orientation,
gender identity or expression, familial status or age; 11) The Pregnant Workers
Fairness Act (PWFA) pursuant to 42 U.S.C. 2000gg et seq.; and 12) Any other
nondiscrimination provisions in any Federal or state statutes which may apply to
the parties to, or the subject matter of, this Agreement.
B. This document incorporates and includes all prior negotiations, correspondence,
conversations, agreements, or understandings applicable to the matters contained
herein, and the parties agree that there are no commitments, agreements, or
understandings concerning the subject matter of this Agreement that are not
contained in this document. Accordingly, it is agreed that no deviation from the
terms hereof shall be predicated upon any prior representations or agreements,
whether oral or written.
C. It is further agreed that no modification, amendment, or alteration in the terms or
conditions contained herein shall be effective absent a written document executed
by the Parties hereto.
D. Nothing contained in this Agreement shall be construed to be a waiver by any party
hereto of any protections under sovereign immunity, § 768.28, F.S., or any other
similar provision of law or common law. Neither GAL nor the County intends to
directly or substantially benefit a third party by this Agreement. Therefore, the
7
Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0
Parties acknowledge that there are no third-parry beneficiaries to this Agreement
and that no third parry is or will be entitled to assert a right or claim against either
of them based upon this Agreement. Nothing contained herein shall be construed
to be a consent by any parry hereof to be sued by third parties in any matter arising
out of this or any other Agreement. This section will survive the expiration of the
term of this Agreement or any earlier termination of this Agreement.
E. The Parties to this Agreement stipulate that each is a state or governmental entity
as defined by the Florida Statutes and represents to the other that it has purchased
suitable Public Liability,Vehicle Liability, and Workers' Compensation insurance,
or is self-insured, in amounts adequate to respond to any and all claims under
federal or state actions for civil rights violations,which are not limited by §768.28,
F.S., and Chapter 440, F.S., as well as any and all claims within the limitations of
Florida Statutes arising out of the activities governed by this agreement.
F. All Parties acknowledge and confirm compliance with the requirements of §
448.095, F.S., as amended, in relation to utilizing the E-verify system.
G. No covenant or agreement contained herein shall be deemed to be a covenant or
agreement of any member, officer, agent or employee of County in his or her
individual capacity, and no member, officer, agent or employee of County shall be
liable personally on this Agreement or be subject to any personal liability or
accountability by reason of the execution of this Agreement.
H. The Parties expressly agree that the only laws that apply to this Agreement are those
of the State of Florida and United States of America, without regard to choice of
law principals. The Parties waive the privilege of venue and agree that all litigation
between them in the state courts will take place exclusively in the Sixteenth Judicial
Circuit in and for Monroe County, Florida, and that all litigation between them in
the federal courts will take place exclusively in the United States District Court in
and for the Southern District of Florida, or United States Bankruptcy Court for the
Southern District of Florida, whenever applicable.
L The foregoing sets forth the terms and conditions of the Agreement between the
GAL and the County. This Agreement takes effect on the date last signed below.
Upon execution by all parties, this ILA must be filed with the Clerk of the Circuit
Court of Monroe County, pursuant to § 163.01(11), F.S., as may be amended from
time to time.
[Signatures to follow]
8
Docusign Envelope ID:1 B946FF4-6A9C-4238-BB74-243B638C85D0
IN WITNESS WHEREOF, the Parties hereto have executed by signature (as
evidenced below)their agreement herewith.
BOARD OF COUNTY COMMISSIONERS STATEWIDE GUARDIAN AD LITEM
OF MONROE COUNTY, F ORIDA O
rEgAccgs,..
11k ... .
,i 1 I Vuis A&ôôvt,
, - —ACO25E8105D8482.:.
B 40.m Scholl, Mayor By: Dennis W. Moore, Executive Director of
Statewide GAL Office
Date: (jJ )Q 1 LGZ Date:
.,-,-,-;:-.'!:,;;;',:,,,,:::,..-:',1;,,,',:::::: --, MONROE COUNTY GUARDIAN AD
��„•,.r^..-tt't a� a t'••'`:.' .. ..
;'' t,'.}, s,..:Attest`''KE,VIN MADOK, CLERK FFICE
r h l
,I`'- °_,*,1 ',i.0)� ,,,,-,1..' ..
of,-.�.. / `:. ,.a 4 d1 s <<r att,' Sa,
1,t,f6
, J_;y ~`n I 1t,,:-s-'"'''ectr;''';'--''',':-i,'',i ,,' 68EC49E6C9D0415
.'1, ,:, u z\f'A (YY R ,. Asst. County Clerk By: Alexsa Leto:
\\:t i �_ _i ate-'� r �J124V5 Monroe CountyGAL Office
y T r r Date:
...:run
Approved as to legal form and
sufficiency:
Digitally signed by Eve M.Lewis
Eve M. Levvi S Date:2025.05.28 09:28:06
04'00'
Eve M. Lewis, Asst. County Attorney ' .! s
:n:,.,,c . .
.,,, Mrrt:
'T>. e
9
Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0
Attachment "A"
a� Job Description
-z ' POSITION NUMBER
PRESENT ORG CODE 21-31-00-00-000
PROPOSED ORG CODE 21- - - -
POSITION DESCRIPTION
FOR PERSONNEL USE ONLY
STATE OF FLORIDA CLASS CODE I TRANSACTION TYPE EFFECTIVE DATE APPROVED BY/DATE
STATEWIDE GUARDIAN AD LITEM OFFICE class TITLE
DETAILED INSTRUCTIONS FOR THE COMPLETION OF THIS FORM ARE ATTACHED
1. STATEWIDE GUARDIAN AD LITEM OFFICE 5. CLASS CODE CLASS TITLE
2. CIRCUIT Administrative Specialist II
PRESENT 8004
3. OFFICE
PROPOSED
STATEWIDE GUARDIAN AD LITEM
4. SECTION
Operations 6.WORKING TITLE
7. DUTIES AND RESPONSIBILITIES
DESCRIPTION OF PRIMARY JOB FUNCTION(S)
This is responsible work performing as variety of secretarial,administrative support and clerical duties for a manager or
comparable position as well as for other staff and volunteers. The Administrative Specialist II works independently under the
general supervision of the Circuit Director or Assistant Circuit Director and must exercise discretion with sensitive and
confidential information.
Employees with this classification title may perform some or similar but not necessarily all of the functions listed; employees
with this title may also perform other assigned functions not listed here.
• Typing error free correspondence and reports.
• Ensuring the timely filing of GAL reports with the courts and other parties.
• Ordering and dispensing supplies.Preparing purchase requisitions and travel reimbursement requests for approval
• Making travel,meeting,and conference arrangements for management. Scheduling and confirming appointments for
volunteers,staff and/or supervisors.
• Setting up and maintaining paper and electronic filing systems and volunteer and staff files for records,
correspondence,and other material.
• Answering telephones and giving information to callers,taking messages,or transferring calls to appropriate
individuals.
• Greeting visitors and callers,handling their inquiries,and directing them to the appropriate persons according to their
needs.
• Opening,reading,and distributing incoming mail and other material. Mailing newsletters,promotional material,and
other information.Making copies of correspondence and other printed material. Operating electronic mail systems
and coordinating the flow of information both internally and with other organizations.
• Operating office equipment such as fax machines,copiers,and phone systems,and using computers for spreadsheet,
word processing,database management,and other applications.
8. THIS POSITION REPORTS TO(POSITION#): 11.COUNTY/CODE 12. CITY 1 13. SHIFT 14.FIE
CODE
9. CLASS CODE:
16 JAX 0 1.0
10 15. BUDGET ENTITY:
10.CLASS TITLE:
21310000
Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0
16. List class code,class titles and position number of subordinate positions:
None
17. Working hours:(a)daily from:8:00 AM to: 5:00 PM Lunch from: 12:00 PM to:1:00 PM(b)total hours in work week:40 (c) explain any variation in
work week(split shifts,rotation,etc.,_--must be approved per alternative work week Policy#21-02-002
18. ❑YES ® NO This position has financial disclosure responsibility 112.3145,E.S.
19. ❑YES ® NO This position performs as a purchasing agent(regardless of title)with power to make a purchase exceeding the threshold amount
provided for in s.287.017,E.S.for Category One(currently$15,000 or grated as indexed annually by the Department of
Management Services). "Purchasing Agent'means a public officer or employee having the authority to commit the expenditure of
funds through a contract for,or the purchase of,any goods,services or interest in real property for an agency as opposed to request
or requisition a contract or purchase by another.
20.❑YES ® NO This position has vendor invoice/warrant processing responsibility(215.422,E.S.). If yes,then within this positions scope of
responsibility and control the incumbent is:
A. Responsible for timely and accurate processing and/or approval or receipt of goods/services,vendor invoices,and/or
warrants for payment of goods received or services rendered to avoid automatic interest payments to said vendors.
B. Responsible for adhering to the provisions and requirements of s.215.422,E.S.;related State Comptroller's rules and
GAL invoice processing and warrant distribution procedures.
Unless otherwise provided to the incumbent in writing,timely processing of the vendor's invoice means:
Upon receipt of the goods or services,the department has five(5)working days to approve and inspect the goods or services
unless the bid specifications,purchase order or contract specifies otherwise. A complete and accurate invoice package roust be
submitted for payment to the disbursement operations office or district financial services office,as appropriate within five(5)
calendar days from the latter of the receipt of an invoice or the receipt,inspection and approval of the goods or services. Bona fide
disputed amounts roust result in contact with the vendor within this five(5)calendar day period. If only a portion of the invoice is
disputed,the remaining undisputed amount should be approved for payment and a statement of the dispute should be attached to
the invoice package.
21.❑YES ® NO This position requires a valid class"B"Driver License
22. Changes to the position description indicate specifically what has changed in the position description since it was last updated,reclassified or add/deleted.
Include specific functions or duties and/or responsibilities that have been added or taken away.(attach additional pages if necessary):
23. Knowledge,skills&abilities for this position(list in order of importance—attach additional pages if necessary):
0 Knowledge of the rules of English grammar,spelling and punctuation and arithmetic
0 Knowledge of office practices and procedures
0 Skill in the use of personal computers and Microsoft Office products,and various types of office machinery(photocopiers,calculators,
telephones,fax machines,etc.)
0 3 years of administrative experience,one year of which was in a administrative specialist position or comparable position.
0 Ability to communicate effectively with all stakeholders and with people facing varying degrees of stress and emotional instability
0 Ability to set up,organize and maintain a comprehensive filing system
0 Ability to apply office policies and procedures to assigned work
0 Ability to maintain strict confidentiality
0 Ability to work under pressure and meet deadlines
0 Ability to work patiently with the general public and to work effectively and cooperatively with staff.
0 Ability to train new employees in all aspects of their primary duties and responsibilities;cross-train current employees in any new duties or
to further their understanding of a specific existing duty.
24. As immediate supervisor of this position,I certify that the statements above,to the best of my knowledge accurately describe this position:
SIGNATURE/TITLE: DATE:
25. As incumbent of this position,I certify that the statements above and as explained by my immediate supervisor,to the best of my knowledge accurately
describe the duties officially assigned to this position. If the employee does not agree,mark"Do Not Agree" ❑ DO NOT AGREE
SIGNATURE/TITLE: DATE:
26. Approval by Reviewing Authority(example:Executive Director,Circuit Director,Assistant Circuit Director)
SIGNATURE/TITLE: DATE:
27. Approval by Director of Huffman Resources or Executive Director
SIGNATURE/TITLE: DATE:
11
Last Revised April,2011
Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0
Attachment `B"
Expense Reimbursement Requirements
This document is intended to provide basic guidelines to Human Service and Community-Based
Organizations,county travelers,and contractual parties who have reimbursable expenses associated
with Monroe County business. These guidelines, as they relate to travel, are from the Monroe
County Code of Ordinances and State laws and regulations.
A cover letter(see Attachment"C")summarizing the major line items on the reimbursable expense
request needs to also contain the following notarized certified statement:
"I certify that the above checks have been submitted to the vendors as noted
and that the attached expenses are accurate and in agreement with the
records of this organization. Furthermore, these expenses are in compliance
with this organization's contract with the Monroe County Board of County
Commissioners and will not be submitted for the reimbursement to any other
funding source."
Invoices should be billed to the contracting agency. Third party payments will not be considered
for reimbursement. Remember, the expense should be paid prior to requesting reimbursement.
Only current charges will be considered,no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the contract.
This document should not be considered all-inclusive. The Clerk's Finance Department reserves
the right to review reimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to 305-292-3534.
Data Processing,PC Time, etc.
The vendor invoice is required for reimbursement. Inter-company allocations are not considered
reimbursable expenditures unless appropriate payroll journals for the charging department are
attached and certified.
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expense is needed. If a
Payroll Journal is provided, it should include: dates, employee name, salary, or hourly rate, total
hours worked, withholding information and payroll taxes, check number and check amount. If a
Payroll Journal is not provided, the following information must be provided: pay period, check
amount, check number, date,payee, and support for applicable payroll taxes.
Postage, Overnight Deliveries, Courier, etc.
A log of all postage expenses as they relate to the County contract is required for a reimbursement.
For overnight or express deliveries, the vendor invoice must be included.
Rents,Leases, etc.
A copy of the rental or lease agreement is required. Deposits and advance payments are not
allowable expenses.
Reproductions, Copies, etc.
A log of copy expenses as they relate to the County contract is required for reimbursement. The
log must define the date, number of copies made, source document, purpose, and recipient. A
12
Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0
reasonable fee for copy expenses will be allowable. For vender services, the vendor invoice and a
sample of the finished product are required.
Supplies, Services,etc.
For supplies or services ordered, a vendor invoice is required.
Telefax,Fax, etc.
A fax_log is required. The log must define the sender,the intended recipient,the date,the number
called, and the reason for sending the fax.
Travel and Meal Expenses
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Travel reimbursement requests must be submitted and will be paid in accordance with
Monroe County Code of Ordinances and States laws and regulations. Credit card statements are
not acceptable documentation for reimbursement. If attending a conference or meeting a copy of
the agenda is needed. Airfare reimbursement requires the original passenger receipt portion of the
airline ticket.A travel itinerary is appreciated to facilitate the audit trail.Auto rental reimbursement
requires the vendor invoice.Fuel purchases should be documented with paid receipts.Taxies/Hired
Autos are not reimbursed if taken to arrive at a departure point: for example, taking a taxi/Uber
from one's residence to the airport for a business trip is not reimbursable. Parking is considered a
reimbursable travel expense at the destination. Airport parking during a business trip is not.
A detailed list of charges is required on the lodging invoice.Balance due must be zero.Room must
be registered and paid for by traveler. The County will only reimburse the actual room and related
bed tax. Room service, movies, and personal telephone calls are not allowable expenses.
Mileage reimbursement shall be at the rate established by Chapter 2, "Administration,"Article III,
"Officers and Employees," Division 3, "Travel, Per Diem, Meals and Mileage Policy," of the
Monroe County Code of Ordinances, as may be amended from time to time. An odometer reading
must be included on the state travel voucher for vicinity travel. Mileage is not allowed from a
residence or office to a point of departure. For example, driving from one's home to the airport for
a business trip is not a reimbursable expense.
Meal reimbursement shall be at the rates established by Chapter 2, "Administration," Article III,
"Officers and Employees," Division 3, "Travel, Per Diem, Meals and Mileage Policy," of the
Monroe County Code of Ordinances, as may be amended from time to time. Meal guidelines state
that travel must begin prior to 6 a.m.for breakfast reimbursement,before noon and end after 2 p.m.
for lunch reimbursement, and before 6 p.m. and end after 8 p.m. for dinner reimbursement.
13
Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0
Attachment "C"
Example Reimbursement Request Cover Letter
ORGANIZATION
LETTERIMAD
khmnye Cokitity 13oard (,)f('c)kunty
Finance Department
500,Whitchead Str,ect
Key West, Fl 33040
We
The 16M)"'ing is as smiunary oftheexpmnes Rw Ar dw We pawd of
to
Chock it Payee lZe"'Ison Arnount
11 011 Cornpany A Ruit S)OSOxmIx
102) (.`ompany 8 ON% XXX.XX
1104 EmlAoyce A P/11 ending 05�14�`01 X.XX.XX
105 Employee B IYR Why 051 M I
(A) 17cital
(B) 'Told prim-paynients, SX,XXXXX
{,C) 1"olat reqttested arKI paid(A i- B) MXXXXX
(pal Total contract anwtini $X,XXX.XX
Balance of"Conlract (D 0 iN.,1XII X X,I X IX
I ccrfity flix tbcarN aiwc chccks havc bco ubinhied to the vemioras noted and that the expenses
are aCCUJ'atC and rn ag rearm cmat with the records of t1gs mganizahon.
1"urtherill'ore,these expenses ire in compliance with t1d"apnAMOWs anow whh be Wnwe
("OU11ty Board of'(7ounty C'MTUni:.ISi0]IerS Urld Will 1101 be SUbmitted limo reinibursQrnctil to any
other-funding Source
Secutwe
Atinchments (suppoi-thig,doctinncu4s)
Swmn N) and n1sake MIT me tlui day Of___11-1-1111, 20,11,111,1111, by
who is Personally known to n1c,
MAU PuNic NOWYMMOP
14