Administrative Coordinator

Job Description

Job Description

JOB SUMMARY: (Not all incumbents will perform all functions and responsibilities.)

Develops, plans, organizes, implements and administers a wide variety of responsible, confidential, and administrative tasks to keep the department running efficiently and effectively. Receives and responds to public inquiries or refers them to other county staff as appropriate.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Performs various administrative support work for special projects such as researching and analyzing information and coordinating tasks; prepares accounting and statistical tables, reports, resolutions, and contracts; maintains departmental records, indexes and logs for the Director and Division Managers.

Serves as liaison between Director, Division Managers, other governmental and community agencies, contractors, and the public.

Maintains department personnel reports and records to include timesheets, payroll, hiring, evaluations, disciplinary actions, insurance, training, sick leave, vacation, tardiness, military leave, pension funds and workers compensation.

Supervises and coordinates secretarial and clerical staff, making recommendations for hiring, and participating in personnel evaluations when required by Director.

Reviews departmental procedures and policies; develops recommendations for change in filing, reporting and/or operating procedures.

Prepares or assists in the preparation of the departmental operating budget; performs financial analysis, and may advise department head on expenditures and budget control matters; performs all phases of purchasing to include preparing purchase requisitions, and ordering supplies and materials for the department to maintain an accurate inventory of materials. Also, disburses and maintains departmental petty cash funds.

Assumes special projects to relieve department head of administrative detail; monitors projects to completion to assure accuracy and completion.

Answers telephone and gives specific and general information in response to public inquiries; handles requests for service, complaints and other public contact work. Also operates department base radio and communicates to department employees.

Prepares, composes, types, distributes and files letters, forms, reports, contracts, bids, requisitions, purchase orders, departmental newsletter, general correspondence and other documents related to department operations.

Schedules meetings, appointments and travel arrangements for the department head, including maintaining a calendar; responds and processes citizen complaints; takes dictation; prepares agendas and attends meetings and prepares and distributes minutes to appropriate personnel such as boards and commissions.

Reads and routes incoming mail and composes replies to correspondence in accordance with established procedures.

Operates various modern office machines necessary to perform administrative functions to include personal computers.

Regular and predictable attendance is required.

Performs other related work as required.

When Assigned to Development Service and/or Marshal’s Office

Performs independent research projects for the Director/Captain and assists with investigating inspection complaints and problems.

Performs and assists with scheduling and re-scheduling inspections from citizens from email, telephone, or as needed.

Assist citizens as needed at the Building Inspections counter window.

May record and assist in preparing statistical reports related to calls received as related to nature of calls, number of calls, etc.

Must be able to generate and send financial reports and send to Finance on a daily basis.

Must be able to use Accela and other related software to generate reports, take payments, and schedule inspections.

Will assist the Director and/or Captain in maintaining Rolodex and CAD database to ensure additions, deletions, and changes are made.

Assists with Open Records requests and any other matters related Open Records.

Must stay up to date on current as well as any changes concerning Open Records Laws.

Assists in receiving monies for Open Records, deposit of any funds received from Open Records requests, and maintaining accurate bank records of money deposited into and money spent out of the Open records account.

Assists in ensuring Open Records Policy and Procedure is followed.

MATERIALS AND EQUIPMENT USED:

Personal Computer Typewriter Base Radio Station

Calculator Copy Machine Dictaphone

Postage Machine Fax Machine

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

High School diploma or G.E.D. supplemented with coursework in typing and bookkeeping.

Four years secretarial experience.

Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.

Licenses and Certifications:

None.

Knowledge, Skills, and Abilities:

Comprehensive knowledge of the operations, functions and scope of authority of county/city departments, offices and officials.

Comprehensive knowledge of office terminology, procedures and equipment and of business arithmetic and English.

Knowledge of departmental services, programs, operating rules, regulations and procedures.

Knowledge of budgetary and accounting practices and procedures to include skill in monitoring expenditures.

Skill in maintaining complex clerical records and in preparing reports from such sources.

Skill in operating complex office equipment.

Skill in preparing correspondence on routine matters and to perform routine office management tasks independently.

Ability to type 50-55 w.p.m.

Ability to take and transcribe dictation at an above average rate of speed.

Ability to deal tactfully and courteously with the public and other employees.

Ability to handle and dispose of complaints, requests for information and delegated administrative details.

When reporting to Central Communications incumbents need to be proficient in Microsoft Office Suite including knowledge of Word, Excel, Power Point, and Publisher.

ADA Minimum Qualifications:

Physical Ability: Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing); operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.

Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.

Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours.

Sensory Requirements: Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.

Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone.

This class specification should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification.