Administrative Coordinator

Under general direction, performs a wide variety of complex administrative, analytical, and technical duties in connection with the day-to-day administration and operation of department projects and programs. This position requires experience and the necessary skills to oversee and manage special projects, administer budgets and personnel records (coordinating employee benefits and leave, insurance, worker’s compensation) technical research and provide support and assistance to staff as assigned.

Ensures proper information flow and communications between the department, other city departments, and the public. Also, responsible for coordinating arrangements for meetings and functions; assumes and performs related duties as required.

• Manage mail, phone calls, and visitors ascertaining urgency of issues, addressing those issues, and/or routing to the appropriate Department staff member for proper response and follow-up.
• Schedule and coordinate appointments, conferences, meetings, training, special events, maintain appointment calendar and make travel arrangements.
• Track a variety of matters referred by the public, staff, City Manager, and City Council and ensure that responses and deadlines are met.
• Responsible for creating and formatting a variety of written work products, including letters, staff reports, analytical reports, requests for proposals, agreements, ordinances, resolutions, memorandums, summaries, presentations, and other reports.
• Edit, proofread, and correct written materials to ensure correct format, spelling, punctuation, syntax, and grammar.
• Compose and maintain confidential correspondence.
• Attend meetings as assigned and prepare corresponding minutes by specific deadlines provided.
• Provide supervision and lead direction to clerical staff including organizing and assigning work, and training.
• Monitors and controls specific operations; participate in the coordination and planning of department events.
• Assist in the response to public records requests, public inquiries, and internal requests for information.
• Ensure staff is providing excellent customer service to the public at the front counter and via telephone and ensure that the customer is assisted in a timely and courteous manner. Contacts individuals and/or agencies to resolve problems, obtain information, and gather data.
• Update or create forms, pamphlets, or checklists to assist applicants, the public, and staff.
• Process, maintain and monitor the department agreements, budget, purchase orders, credit card expenses, membership renewals, and ensure that invoices are processed timely.
• Make purchases and maintain Department supply inventory. Maintain all department files and records as required in an organized and useful manner including scanning of current and past documents for records management. Responsible for accounts payable functions, as assigned.
• Conducts surveys and special studies of programs and prepares reports recommending alternative courses of action for policy approval
• Work with and maintain various confidential records including personnel records, correspondence, and information, and be responsible for protecting and maintaining the confidentiality of this information.
• Prepare comprehensive reports, assist in compiling information required for annual budget requests, and recommend expenditure requests for designated accounts.
• Prepare purchase requisitions and process accordingly.
• Review, code and ensure the accuracy of all invoices submitted for payment per the City's accounts payable procedures.
• Review Department timesheets and ensure proper data entry into the system accordingly. May provide clerical assistance to staff involved in departmental hiring activities.
• Respond to e-mails, open and evaluate mail, set, prepare for meetings and assist with other support as assigned.
• May develop scopes of work, Request for Proposals, Request Quotes for professional services; coordinate with other departments regarding appropriate process and procedures; and obtains and secures appropriate permits and governing board approvals for projects.
• Plans, schedules, and coordinates the progress and execution of plans, projects, and activities initiated by the Director or their designee, which may include providing assistance to other departments.
• Performs routine and complex clerical and technical work and confidential support duties for a Department Head and other executive management.
• Schedules and arranges appointments, meetings, and travel plans for Department Head and other staff members. Assists Department Head with various time management issues.
• Attends department staff meetings and arranges, sets up, and attends other meetings, as required. Prepares agendas, minutes, packets and presentations for meetings.
• Assist in managing the day-to-day office operations.
• Assist in filing, scanning, copying, and office organization as necessary.
• Makes recommendations to Department Head regarding office administration.
• Perform related…