Office Coordinator; HHS​/Finance and Administration

Position: Office Coordinator (HHS/Finance and Administration)
This job announcement may close at any time with little or no notice. Applicants are advised to apply promptly.

Pay Schedule VI, Grade 21, Regular

Schedule:

35 hours per week

A vacancy exists in Department of Health and Human Services, HHS Finance and Administration Operations.

A list of eligible applicants will be established based on the examination as outlined below.

Current and future vacancies occurring in this class may be filled from the list of eligible applicants.

All interested transfer and promotional candidates must apply at this time.

List all promotions and changes in job duties due toreclassificationas separate work experiences on your application. Applicants must include the dates of the promotions and reclassifications.

Note:

Failure to complete all fields of the "Work Experience" section of the application will result in your application not being considered. A resume will not be considered in determining your qualifications for a position. Applicants selected for an interview may provide a resume at that time.

Youmustattach your transcript(s)/degree(s) and professionallicense(s)/certification(s) to your application. Unofficial copies are acceptable.

Failure to submit proof of professional Licenses, Certifications and Education will result in your application not being considered. Proof of professional licenses, certifications, and/or education must be submitted with each application.

Examples of Duties

Job Purpose

Under general supervision, performs comprehensive clerical and routine administrative duties to ensure the efficient operation of an office or coordinates a major function within a County agency or bureau.

Essential

Job Duties

* Provides administrative support in an office by coordinating the workflow, which may include assigning and reviewing the work of others.

* Prepares direct payments, purchase orders, and purchase requisitions and amendments.

* Reconcile invoices for payment.

* Prepares or assists in the preparation of personnel related documents and forms.

* Uses automated office systems, such as word processing equipment or a computer to draft and prepare a variety of letters and memos.

* Determines appropriate letter or memo format, proofreads, and edits documents for grammar, punctuation, and spelling, and prepares documents for distribution or mail.

* Creates and maintains a variety of detailed office databases and logs.

* Accesses electronic records to establish, retrieve, review, update, track, and revise office records.

* Reviews and summarizes information from manual and electronic files for the preparation of monthly, quarterly, and annual reports.

* Receives, investigates, and resolves inquiries, requests, and complaints.

* Explains office policies, procedures, rules and regulations to other employees and the public.

* Maintains calendars, schedules appointments and meetings.

* Prepares and types, photocopies, and distributes meeting agendas and/or minutes.

* Operates office machinery, such as microcomputers, photocopiers, fax machines, calculators, telephones, scanners, and printers.

Examples of Other Duties

* Schedules, attends, and takes notes and minutes for meetings.

* May take verbatim notes.

* Purchases office supplies.

* May supervise or coordinate the work of subordinate clerical staff.

* Performs other related duties as required.

NOTE:

The duties and responsibilities listed above are for the purpose of determining a common set of minimum qualifications for all positions in this class. They may not include all of the essential job functions of each position in the class. Each position may not be required to perform all of the essential job functions listed.

Qualifications

Required Qualifications

Possession of a high school diploma or an appropriate equivalent;

Plus

Two years' typing, word processing, or secretarial experience.

Additional education may be substituted on a year-for-year basis for the required experience.

Additional experience as described in the essential duties may be substituted on a year-for-year basis for the required education.

Preferred Qualifications

Supervisory Experience

Experience with Workday

Experience with OIT's Request Processing System

Experience with Property Management's Maint Star System

Experience with Nex Traq Vehicle Management

Knowledge, Skills, and Abilities (Entry Level)

* Knowledge of modern office practices and procedures, including filing systems.

* Knowledge of spelling, grammar, and arithmetic.

* Knowledge of word processing, database management, and spreadsheet software packages.

* Skill in the operation of office machines as listed in essential duties.

* Skill in the use of word processing software.

* Ability to use automated office systems and database management and spreadsheet software packages.

* Ability to extract and summarize information and to prepare correspondence and reports.

* Ability to communicate effectively.

* Ability to perform basic mathematical computations.

* Ability to set up and maintain paper and electronic filing systems.

* Ability to…