Administrative Coordinator

Position Summary

The Administrative Coordinator will serve in a support capacity to the supervisors, performing duties and responsibilities consistent with the role of an Administrative Coordinator. This position is responsible for coordinating office activities, researching and preparing special reports, and developing, revising, and recommending administrative policies and procedures as directed by the supervisor.

This position requires on-site employment with no remote or hybrid options available.

Education and Professional Work Experience

Minimum Qualifications

A high school diploma or equivalent is required, plus one (1) year of experience in administrative roles.

Knowledge, Skills, and Abilities

• Ability to manage multiple priorities, tasks, and deadlines simultaneously.
• High attention to detail and accuracy in all administrative tasks, including document management, budget tracking, and scheduling. Strong verbal and written communication skills, with the ability to interact effectively with internal and external stakeholders.
• Ability to prepare clear, concise reports and correspondence that convey key information to various audiences.
• Strong problem-solving abilities to address administrative issues, resolve conflicts, and improve workflows.
• Strong skills in using office software applications (Microsoft Word, Excel, PowerPoint, Outlook), and familiarity with project management software or database systems.

Job Responsibilities and Expected Results

Key Business Processes/ Duties

• Coordinates assignments from the Area Manager to other staff.
• Composes, types, and produces material as directed.
• Maintains archives and indexes of DSB Financial Policies, Procedures, and Directives.
• Monitors and maintains assignment log and prompts action for adherence to time frames.
• Coordinates travel arrangements and related reimbursements for the DSB Area Manager.
• Serves as a backup to picking up, sorting, and directing mail per directive and routes the office mail.
• Files and retrieves records.
• Prepares ad-hoc reports, under the direction of the Area Manager, as needed for DSB management.
• Provides support to the Area Manager in preparation and during quarterly board meetings and regional meetings.
• Provides coverage and support for the DSB receptionist for breaks and absences.
• Provide technical assistance and information to DSB staff.
• Assists DSB Administration and managers to develop and analyze data to achieve maximum utilization of federal, state, and other funding.
• Assists in the completion of federal and state financial reports.
• Develop spreadsheets as assigned and within the time frames provided.
• Assist the DSB financial personnel in the requisition and purchase order process as directed.
• Serve as a trainer and support for the Rehab Assistant in the local region.
• Performs other duties as assigned.

Position Information

Job Series: Administrative Support

Classification: Administrative Coordinator – Career Path

Class Code: PAS
02P

Pay Grade: SGS
04

Salary Range: $43,088 - $63,770

The Administrative Coordinator serves as an essential part of the administrative team within a department, providing higher-level coordination and management of office functions, supporting leadership, and ensuring efficient day-to-day operations. This role involves proactive problem-solving, project management, and team collaboration. The Administrative Coordinator supports policy implementation, manages workflows, coordinates activities, and enhances communication and operational efficiency.

• Oversee daily office operations, ensuring systems, procedures, and resources are efficiently managed.
• Monitor office supplies, place orders, and manage inventory.
• Ensure office equipment functions properly and arrange repairs or maintenance.
• Coordinate complex scheduling for senior staff, including meetings, conferences, and travel plans.
• Maintain accurate records for physical and digital files, ensuring compliance with policies.
• Organize and manage filing systems for confidential and non-confidential information.
• Assist in evaluating administrative processes and recommend improvements.
• Collaborate with team members and leadership to enhance organizational performance.
• Manage internal communications, including memos, notices, and announcements.

• Ability to manage multiple priorities, tasks, and deadlines.
• High attention to detail and accuracy in all tasks.
• Strong communication skills, both verbal and written.
• Ability to prepare clear reports and correspondence.
• Strong problem-solving skills.
• Proficiency in Microsoft Office applications and familiarity with project management software.

A high school diploma or equivalent plus one (1) year of administrative experience.

N/A

Other relevant education or experience may substitute for basic requirements upon approval.