Administrative Coordinator

Under general supervision of the Public Works & Utilities Director or designee, performs a variety of essential administrative duties and professional level office support for the Public Works and Utilities Department. The Administrative Coordinator will work closely with the Director, Assistant Director, Division Superintendents, and Managers, as well as across departments to support business functions of the department. To be successful in this position, the incumbent must have a public servant outlook and have a desire to learn about the Water Utility and Public Works operations and functions they would support.

• Performs duties of an administrative staff assistant in nature and participates directly in the detailed work of the individual(s) supported. Secures details of specialized information, coordinating office work and providing information regarding the services and operation of the department
• Receives and processes standard materials appropriate to assigned departments including correspondence, memos, agendas, minutes, charts, permits, legal documents, orders, requisitions, ordinances, reports and manuals
• Coordinates and manages appointment calendars and arranges meetings, conferences, internal and external appointments. Manage scheduling and coordination of department resources i.e. conference room and ensure space is properly prepared and operating supplies are adequately stocked
• Receives and screens calls and emails and refers callers to appropriate division staff. Takes notes and records minutes of conferences, meetings, and other business functions as required
• Conducts standard, routine bookkeeping functions and coordinates between department staff and the Finance department. Assists Finance with processing accounts payable support tasks such as invoice entry, and purchase order requisitions, etc
• Performs a wide variety of word processing assignments, some of which may be sensitive/confidential in nature; creates and enters data into spreadsheets or other documents, drafts, edits, revises, and prints letters, tables, reports and other supporting materials
• Assists Utility Billing staff with operational data analysis and data entry and internal reporting tasks as required
• Establishes, maintains, processes and updates files, records, certificates, and other documents
• Performs department document management tasks including scanning and uploading records into digital records systems timely to maintain accurate and accessible files. Coordinates with the City Clerk’s office to gather and respond to department FOIA public records requests
• Support office management functions for the departmental programs by tracking, organizing, and ordering materials for events. Orders, stocks, and distributes office and copier room supplies
• Resolves routine administrative problems and answers inquiries concerning department activities, operations, and actions. Accepts, screens and routes telephone calls; maintains logs of service inquiries as required. Coordinates vendor-related needs, including uniform services and PWU Compound supply deliveries. Monitors facility access including the front entrance, receiving and distributing package deliveries, and office building activity to ensure smooth daily operations
• Performs occasional errands and interdepartmental deliveries using a City vehicle when needed
• Regular in-person attendance is required. This position provides daily interaction and coordination of work with other City employees, outside representatives, residents, businesses, and vendors often requiring physical access to internal documents or other information located in the workplace
• Other duties as assigned

(These essential and additional job functions are not to…