Administrative Coordinator (Library

Job Description

Salary Range: $46,441 - $74,769 Salary Grade 14 FLSA:
Exempt

The purpose of this classification is to serve as the office manager for a large division or department. While the essential functions are similar to those of an Administrative Assistant, Administrative Coordinators are broadly responsible for all administrative support functions in a division or department, whereas Administrative Assistants typically focus more narrowly on one or more aspects of the work. Work often requires a broader knowledge and comprehension of techniques, information, methods, and organizational procedures, wherein a moderate latitude for judgment relative to understanding and interpretation is required.

• 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;
  
  and 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; and 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; enters payroll data into computer for payment; prepares personnel change forms; and 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; and 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 computer; assists with budget preparation; provides budgetary input and assists in forecasting revenues/expenditures; enters daily revenue into 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 verifies 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 discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; and maintains files and records.
• Receives and sorts incoming…