Administrative Coordinator - Confidential

City of La Mesa |

City of La Mesa | Posted Feb 26

Full-time

Negotiable

Entry (0-2 yrs)

The City of La Mesa is seeking a detail-oriented and forward-thinking professional to support a broad spectrum of human resources administrative functions and customer service responsibilities. If you are committed to driving employee engagement and ready to make a valuable contribution to a small but mighty Human Resources team, then this opportunity is for you!

The position will perform a variety of administrative and advanced clerical duties in support of the Human Resources Department. As the primary point of contact for internal and external customers, this role serves as the ambassador and public face of the department.

• Running the front desk of the Human Resources Department, including answering inbound phone calls/emails/attending to in-person visitors.
• Reconciling monthly bills/budget and paying vendors/contractors.
• Monitoring job ads for temporary and part-time positions; initial application screening for minimum qualifications and coordinating interview schedules for hiring managers.
• Maintaining high standards of confidentiality while updating digital and physical personnel files.
• Acting as a liaison between employees and the payroll and human resources departments.
• Process and reconcile vendor invoices; create and submit purchase requisitions and purchase orders; and monitor outstanding bills and budget accounts to ensure timely payment, accurate coding, and compliance with City fiscal policies and procedures.
• Multitasking and prioritizing to meet deadlines in a fast-paced environment.
• Assist the Director of Human Resources with special projects as needed.

The ideal candidate will act as the operational backbone of the Human Resources Department, ensuring that employee-related processes run smoothly from hiring to retirement. This role will bridge the gap between management and staff, often serving as the primary point of contact for internal inquiries and external applicants.

For a complete list of job duties, please review the Administrative Coordinator - Confidential job description.

This administrative role is an unrepresented, Confidential position and is differentiated from other administrative positions in the City due to the wide range and complexity of responsibilities, regular access to sensitive labor relations information, and the need for sound judgment, discretion, initiative, and attention to detail, as errors can have significant impact.

Applications will be accepted for the first 200 submissions only, so we encourage you to apply promptly.

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

• Standard office procedures, methods, and equipment including computers and related software applications.
• Principles and practices of financial record keeping and reporting.
• Principles, procedures and methods of technical accounting including payroll, accounts payable, receivables, general ledger, etc.
• Basic accounting principles.
• Mathematical principles including business mathematics.
• Pertinent federal state and local laws, codes and regulations.

• Understand, interpret, and apply principles, laws, and procedures involved in fiscal record keeping and accounting functions.
• Prepare large-scale payroll, accounts payable, accounts receivable and financial reports; maintain ledgers and journals.
• Analyze data and draw sound conclusions.
• Reconcile financial and bank statements.
• Meet firm deadlines.
• Collect, compile, and research information and data.
• Maintain confidentiality.
• Work independently in the absence of supervision.
• Operate a calculator quickly and accurately.
• Operate a variety of office equipment including a computer and related software applications.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Equivalent to completion of the twelfth grade supplemented by specialized secretarial training.

Four years of increasingly responsible and recent administrative or secretarial support experience.

Experience in a local/federal government, municipality, public utility, or school district human resources office environment is highly desirable.

Interested applicants must submit an online application, cover letter, resume and supplemental questionnaire. Only those candidates whose qualifications most closely meet the needs of the City will be invited to participate in the examination process. The…