Administrative Coordinator

General Statement of Job The Department Administrative Coordinator performs high level difficult skilled clerical and responsible administrative work for the department’s leadership team and ensuring a professional level of service and broad clerical support to the department as needed. This position adapts to changing priorities demonstrating a high degree of organization and time management. The Administrative Coordinator tracks tasks and special projects, supports board operations, and reviews and completes financial assignments undertaking a variety of assignments in a municipal office, performing related work as required.

Work is performed under general supervision of the Administrative Superintendent. Supervision may be exercised over subordinate clerical personnel.
Essential Functions

• Coordinates and provides support to the Department’s leadership staff including Director, Deputy Director, and Superintendents. Makes appointments and maintains calendar for Department leadership team.
• Handles a variety of responsible administrative or technical assignments including preparing reports, summaries and other information. Types reports and statements; keeps confidential files.
• Research in support of tasks/projects that exec team is working on.
• Responsible to coordinate both internal and external meetings and related resources. Attends meetings and keeps notes where confidential matters are discussed, requiring discretion
• Prepares travel approvals and arranges travel and accommodations for Department leadership staff as needed, reconciles travel expenditures
• Serves as point of contact for public records requests referred to the Department, prepares and submits materials to fulfill requests as needed
• Responsible for file maintenance and audit of department inter-local agreements, legal agreements, etc. and their research, assisting with implementing revisions, and coordinating input and preparing for review/finalizing and retaining implemented documents.
• Coordinates committees and associated tasks within department in support of department project(s) – potential volunteer appreciation program coordinating,
• Creates and communicates with council-appointed Department Advisory Board members; compiles agenda items, prepares agendas, takes and transcribes meeting minutes, completes follow up tasks and communications.
• Responsible for leadership meeting notes, task and project tracking.
• Receives, processes, and distributes citizen requests and complaints. Communicates follow up messaging on behalf of department leadership to the public both on the phone, in person, and via email to resolve complaints and/or general inquiries.
• Composes and types letters, memoranda, reports, and other documents independently from brief instructions in conformance with policies;
• Greets visitors, takes and screens telephone calls and mail directed to the department or agency;
  Gives information to the public or directs requests to appropriate person.
• Assists administrative front office with overflow tasks and duties as needed
• May be called upon to attend, assist with set up, facilitate, and/or break down special events on or offsite and/or outside normal business hours.
• Assists with general supply order as needed in support of department leadership. Follows related Pcard procedures as required. Exercises fiscal responsibility and discretion in use of funds via Purchasing Card; tracks expenses, reconciles p-cards for self and Department leadership.
• May be called upon to assist and is cross trained on processing personnel requisitions, status forms, and evaluations, and performs associated clerical and administrative follow up activities; including preparation of payroll and maintenance of payroll related records and Files;

Related tasks:

• Assists administrative front office with overflow tasks and duties as needed
• Works/attends special events

• Standard office practices, procedures, equipment and software demonstrating familiarity with organizational structure to ensure smooth operations.
• Travel and logistics – knowledge of travel coordination (flight and/or lodging bookings, itineraries) and event…