Administrative Coordinator

JOB SUMMARY

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 RESPONSIBILITES

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.

Assiss with reviewing departmental procedures and policies; develop 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 give specific and general information in response to public inquiries; handles requests for service, complaints and other public contact work.

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.

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

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

Regular and predictable attendance is required.

Performs other related work as required.

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 35 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.

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