Administrative Coordinator PT

Under general supervision, this position provides administrative and technical support, prepares documents and routine correspondence, and coordinates the Chief Financial Officer’s schedule. Reports to the Purchasing Agent.

Performs administrative support work such as word processing, creating spreadsheets, analytical research and reports, data entry and retrieval, and functions that may require interpretation, judgment and determining appropriate processes to be used; manages the credit card administration process; reviews forms, data and other information to ensure accuracy and conformance to established procedures and policies; and independently drafts routine correspondence.

Organizes and maintains calendar and advises of appointments, functions and deadlines; identifies meeting requirements, and coordinates and arranges meetings; serves as reporter for the Finance department.

Interacts with the public and others outside the work unit to obtain and provide information and assistance in a variety of circumstances; may screen and respond to inquiries and complaints; provides information on policies and procedures; performs other similar types of administrative support activities; and responsible for establishing, coordinating, and/or maintaining filing and record systems.

Performs other related work as required. Individual assignments will be determined by supervisor based on current workload and department needs.

Knowledge of Job:Has considerable knowledge of city and departmental rules, regulations, policies and procedures, and the ability to interpret them. Has considerable knowledge of the organization and functions of the city. Has considerable knowledge of modern office practices and procedures. Has considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary. Is skilled in the operation of common office equipment, including popular computer-drive word processing, spreadsheet and file maintenance programs.

Is able to make routine managerial decisions independently in accordance with laws, regulations, and city policies and procedures, and to solve problems and answer questions. Is able to independently manage and administer projects and programs. Is able to develop and modify work procedures, methods and processes to improve efficiency. Is able to screen communications and, based on content, handle independently or route to proper source.

Is able to correct spelling, grammatical, punctuation and typing errors. Is able to use independent judgment in organizing and establishing format. Is able to gather information from a variety of sources and draft documents. Is able to establish and maintain moderately complex files. Is able to communicate effectively orally and in writing. Is able to exercise tact and courtesy in frequent contact with the general public.

Is able to establish and maintain effective working relationships as necessitated by work assignments. Must possess the ability to maintain confidentiality.

Qualityof Work:Maintainshighstandardsofaccuracyinexercisingdutiesandresponsibilities.

Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains highqualitycommunicationandinteractswithindepartmentanddivision,andwithco-workersandthegeneralpublic.

Quantity of Work:Maintains effective and efficient output of all duties and responsibilities as described under Essential Job Functions.

Dependability:Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned workon or before deadlines in accordance with directives, city policy, standards and prescribed procedures.…