Administrative Coordinator; DMD

This is an internal position. This agency is only taking internal applications at this time

This position provides administrative support to the Division including various boards and committees. Position also manages a range of administrative services including coordinating and overseeing various office components for maximum efficiency and coordination. Also, works in collaboration with other DMD employees, developers, and non-profit organizations.

The purpose and mission of the Department of Metropolitan Development works to shape the city’s identity by strengthening people and places, building upon our history, and fostering visionary development. The DMD envisions the city as a growing, vibrant, and beautiful city where people are businesses thrive in an inclusive, world‑class community. The agency is able to do this by cultivating a productive, collaborative, and compliant work environment in order for our workforce to meet the needs of the residents of Indianapolis and Marion County.

The City of Indianapolis Marion County is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.

• Coordinates and schedules public meetings including all applicable logistics of meetings.
• Enter contracts into City electronic contracting system and follows contracts through to completion.
• Coordinates with staff and board/committee members to schedule internal and public facing meetings and distribute meeting materials.
• Attends all applicable board/committee meetings.
• Takes meeting minutes as needed and produces required legal documentation as necessary pertaining to public hearings.
• Oversee administration of assigned processes, ensuring accurate documentation, timely coordination with internal and external stakeholders, and compliance with applicable regulatory, legal, and contractual requirements; this could include real estate transactions and land use cases. Prepares public and legal notices and submits to appropriate media outlets when applicable.
• Posts documents and notifications on City website as directed by management.
• Prepares, composes, and initiates correspondence, memoranda, presentation material, and reports.
• Organizes, implements work methods, and prioritizes workload to meet deadlines.
• Assists with special projects as needed.
• Arrange meetings and conferences; prepares and distributes minutes of meetings.
• Maintains the confidentiality of all information.
• Plans and coordinates administrative service activities regarding support services including but not limited to; printing, mail and messenger services, telecommunications, fax, copying equipment, maintenance, and purchasing.
• This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem necessary from time to time.

High school diploma and/or GED and a minimum of three (3) years of work experience in a field related to the functions of this position with a minimum of three (3) years prior related experience in an administrative and/or position with similar responsibilities. Must be able to obtain and hold an Indiana Public Notary Certification.

Position requires a broad and comprehensive background of the City’s operation, or the ability to learn quickly. Position requires Knowledge of spreadsheet(s), database(s), and other software is required. Ability to coordinate multiple projects and meet various deadlines is a must. Ability to communicate effectively in both forms - oral and written.

Essential functions are regularly performed in an office setting without exposure to adverse environmental conditions.