Administrative Support Coordinator

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Duration: 6 Months

Summary

• Responsibility for technical and/or administrative support for a department or senior staff. Assists department/office staff on special projects. Responsible for monitoring the workflow through office processes. Typical duties might include supervising records management activities; developing and implementing office policies/processes; assigning, monitoring and evaluating work of any lower-level administrative staff; resolving problems; preparing reports and other program information; and performing administrative assistance of unit staff.
  
  Requires extensive knowledge of the department, City and their systems. Work requires minimal supervision.

(The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities.)

• Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties) May manage and disseminate schedules for City involved activities.
• Participates in performing various routine clerical duties utilizing standard office equipment to include screening incoming calls; taking and transmitting messages; maintaining calendars; keyboarding information into databases; making photocopies; performing data entry; faxing documents; typing requisitioning supplies and word processing.
• Responds to requests for information from the public; answers routine questions; directs callers to appropriate internal departments and/or external organizations.
• Oversee the organization and maintenance of files, files documents alphabetically, numerically or by other prescribed methods.
• Processes, receives, sorts and distributes a variety of correspondence, notices, reservations, invoices, work orders, reports service request, and/or other applicable items.
• Monitors the processing and completion of service requests.
• Composes a variety of routine and/or specialized correspondence, reports, documents, brochures, posters, contracts, easements, applications, forms, memos, and/or other applicable materials, verifies and edits grammatical composition.
• Prepare drafts of a variety of reports that summarize operational activities.
• Organizes and maintains files, including creating and maintaining files, potentially containing confidential information.
• Maintains a variety of contact lists, resource lists, logs, calendars, deadline dates, meeting dates, and/or other related items.
• Monitors and restocks office supplies and materials; initiates the replenishment of applicable inventory and supplies; follows up on orders and deliveries.
• Coordinates administrative support activities such as tracking work and change orders, reporting office maintenance issues. Manages files and drafts preparation of presentation materials.
• Works on correspondence & other document management/production. Ordering office supplies & office work order placement and follow-up calendar and meeting management.
• May assist in grant filing and fiscal management. Support work of coordination with partners and allies.
• Support management of invoicing and purchasing. Must meet regular attendance requirements.
• Must be able to maintain good interpersonal relationships with staff, co-workers, managers, and citizens.
• You must accomplish the essential functions of the job, with or without reasonable accommodation, in a timely manner.
• Performs other duties as assigned

• Receiving and processing purchased items, including materials; orders and inventory Resolving issues of damaged, deleted, and surplus items and materials.
• Manage records and items, including technology issued to department and staff.
• Participating in working groups to support staff internally and citywide.
• Provide expertise in the administrative background processes necessary to conduct all department and divisional activities.
• Identify…