Administrative and Data Coordinator

An employee in this class performs a wide variety of administrative and technical support duties to include data collection and review, office management functions and supervision of volunteers. Work generally requires that the employee independently performs assigned administrative, office management, and advanced technical functions that support the Village operations. Administrative duties require tact and discretion in handling sensitive or confidential matters in the program areas.

The employee may be assigned projects which are paraprofessional in nature and require advanced training or considerable program experience to function at a competent level. Works using independent judgment and self-initiative in performing tasks. Problems are brought to the attention of the supervisor by this level position, with issues researched and alternative solutions suggested. Guides generally include a variety of written technical manuals and on-line instructions, as well as comprehensive rules and regulations.

Sound judgment is required in performing responsibilities. Work is performed under the supervision of the Village Manager and is evaluated through monitoring, observation, conferences, feedback from citizens and staff, and annual evaluation.

• Provides administrative support to the Village Manager and Assistant Village Manager.
• Establishes and maintains records and reports in hard copy and electronically; reviews and verifies records and reports for correct information; identifies discrepancies.
• Compiles and analyzes data and information for consistency, relevancy, and accuracy; prepares various scheduled and special reports for senior management; creates spreadsheets, graphs, charts, and tables for use in management reports.
• Performs independent audits of organization-wide performance data, resolves discrepancies, and reports results.
• Prepares and coordinates the preparation of various documents including proofing, scanning, formatting, copying, collating, binding, copying, and distribution; creates forms for Village-wide use.
• Secures information via telephone or personal contact; selects appropriate materials to answer questions; and often handles the inquiries independently for the organization.
• Orders supplies and maintains inventory levels, codes invoices for appropriate payment and forwards to Finance.
• Coordinates the daily operations of the Village Welcome Center; recruits, trains, coordinates, and supervises volunteers; creates volunteer schedules and works shifts as needed; coordinates special events for the Welcome Center.
• Performs research to gather and assist in analyzing data, including benchmark data.
• Provides customer service; answers a variety of questions from public officials and the general public; interprets policies and procedures; explains aspects of the office functions and their impact on citizens and the community.
• Drafts and composes correspondence, technical reports, and other correspondence.
• Coordinates work assignments, training, and provides leadership to other office staff.
• May organize and direct special programs and activities for the organization.
• Performs other duties as assigned.

• Thorough knowledge of Village functions and purpose; communicates that mission to the staff and general public.
• Thorough knowledge of administrative processes necessary to perform the duties of the position.
• Considerable knowledge and ability to use official business practices.
• Considerable knowledge of working with data, figures, rates, and mathematics.
• Considerable knowledge of related Village policies, procedures, and regulations.
• Considerable knowledge of the application of office technology.
• Skill in customer service and collaborative conflict resolution and problem solving.
• Skilled in time management and multi-tasking.
• Ability to communicate effectively and to conduct Village business in person and by telephone.
• Ability to coach, motivate, train and lead volunteers effectively.
• Ability to gather and give comprehensive information and instructions, based on program knowledge and independent research.
• Ability to communicate a technical knowledge of program operations and organizational programs.
• Ability to be tactful and courteous while being persuasive and confident on Village business.
• Proficiency with a variety of specialized technology that operate the business systems for the Village and the assigned department.
• Ability to use a wide variety of other computer technology, including the Internet, to generate work for the office assigned.
• Ability to compile information based on general instructions.
• Ability to plan and supervise the placement of records, reports, and files into a proper sequence.
• Ability to establish and maintain effective working relationships with supervisor, employees, and the general public.
• Ability to plan, organize, monitor, evaluate, and delegate duties to others.
• Ability to conduct effective research on various topics.

This position requires enforcing and following…