Office Coordinator

Pay Schedule VI, Grade 21, Regular

Schedule:

35 hours per week

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.

• Provides administrative support in an office by coordinating the workflow, which may include assigning and reviewing the work of others; coordinates a major function for a County agency or bureau.
• Assists in the preparation of an agency’s budget by providing supporting documentation and/or financial and budgetary data and records; prepares direct payments, purchase orders and purchase requisitions and amendments; tracks agency expenditures.
• Oversees, facilitates, and coordinates service provider/vendor contracts; prepares correspondence to contractors regarding contract agreements; maintains complex filing and tracking systems for contracts.
• Prepares or assists in the preparation of personnel-related documents and forms; completes Personnel Requisition Forms, entry, change, promotional, and termination tickets; tracks and documents leave usage, including family and medical leave.
• 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; prepares documents for distribution or mail.
• Creates and maintains a variety of detailed office databases and logs; accesses databases to establish, retrieve, review, update, track, and revise office records; performs queries and compiles personnel, budgetary, and statistical reports.
• Establishes and maintains confidential, alphabetical, chronological, or subject matter files and records; reviews and summarizes information from manual and electronic files for 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.

• Assists in the preparation of County legislation; schedules, attends, and takes notes and minutes for meetings, conferences, and hearings, which may include boards and commissions.
• MAY take verbatim notes.
• Purchases office supplies; may supervise or coordinate the work of subordinate clerical staff.
• Performs other related duties as required.

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 on a year-for-year basis for the required education.)

Knowledge, Skills, and Abilities (Entry Level):
Knowledge of modern office practices and procedures, including filing systems; spelling, grammar, and arithmetic; word processing, database management, and spreadsheet software packages; operation of office machines; ability to use automated office systems and database management; extract and summarize information and prepare correspondence and reports; effective communication; basic mathematical computations; set up and maintain filing systems; interpret and follow County and departmental rules and regulations;

establish effective working relationships; take verbatim notes; coordinate, assign, and review the work of others; type from plain copy at a rate equivalent to 40 WPM.

Knowledge, Skills, and Abilities (Full Performance):
Thorough knowledge of word processing, database management, and spreadsheet software packages; knowledge of administrative support functions such as personnel, budget, and purchasing; knowledge of process and approval procedures for contract agreements; skill in operation of automated office systems and word processing, database management, and spreadsheet software packages; skill in composing letters, memos, and reports; skill in interpreting rules, regulations, policies, and procedures;

skill in coordinating, assigning, and reviewing the work of others; ability to establish deadlines, schedules, and guidelines; ability to investigate and resolve problems.

Applicants are required to submit proof of licenses, certifications and education beyond high school to meet the required and preferred qualifications of the position. Diplomas or transcripts must show the applicant’s major field of study. Copies and unofficial transcripts are acceptable. Failure to submit proof will result in the application not being considered.

Applicants will be qualified based on an…