Administrative Coordinator

This position requires completion of both a Microsoft Word skills test and a proofreading skills test to move forward in the hiring process. The skills testing information and link will be sent via email after the closing date of this job announcement for applications received that successfully meet qualifications for this position. Skills testing must be completed by Thursday September 23rd, at 11:59 pm.

Please note, failure to complete the assessment will disqualify you from consideration for this position.

This role is vital to the Tax Commissioner's Office, tasked with delivering professional support to the executive team and staff members.

The ideal candidate must exhibit robust interpersonal skills, experience collaborating with senior management, and exemplary customer service abilities, both internally and externally. Proficiency in financial and budget management is essential, alongside a meticulous attention to detail and experience handling expedited requests. The candidate should display adaptability and a proactive approach when confronting challenges or intricate scenarios.

Workdays begin as early as 7:45 AM, with on-site requirements. Business casual attire is expected. An evaluation of skills will be mandatory for this position.

Leads and coordinates daily work activities of administrative support staff in the department: confers with supervisor to obtain direction regarding work assignments and priorities; organizes tasks in order to complete assigned work; monitors status of work in progress and inspects completed work; confers with co-workers, assists with complex/problem situations, and provides technical expertise; assists with training and instructing co-workers regarding operational procedures and proper use of equipment;

assists with supervision of co-workers by reporting employee problems and providing input on disciplinary action and employee performance evaluations.

Serves as liaison between the assigned department and other departments/divisions, staff members, County officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; circulates documentation to appropriate departments.

Serves as departmental human resources liaison; prepares new employee paperwork; processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and researches discrepancies; tracks accrued and used sick leave and vacation time; enter payroll data into computer for payment; prepares personnel change forms; maintains attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records.

Provides administrative/secretarial support for management and/or staff of assigned department/division: relieves management staff of routine administrative tasks; screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; records and transcribes dictation; types, composes, edits, or proofreads various documentation; maintains calendars and schedules meetings, appointments, interviews, or other activities; coordinates travel arrangements, accommodations, conference registrations, or related plans for department staff.

Processes documentation pertaining to budget or general financial management; reviews invoices for accuracy, matches with purchase orders; enters budget data into the computer; assists with budget preparation; provides budgetary input and assists in forecasting revenues/expenditures; enters daily revenue into the computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; processes budget transfers as needed;

reconciles payable records with Finance Department records prepares bank deposits; coordinates internal accounting activities; maintains current balances for accounts, and maintains departmental petty cash funds.

Processes purchasing documentation: reviews purchase requisitions and verify the availability of budgeted funds; prepares purchase orders and forwards data to appropriate departments; obtains competitive price quotes; orders materials under blanket purchase orders.; reviews invoices, purchase orders, or other documents for accuracy; researches…