Office Coordinator; HHS​/Finance and Administration

Pay Schedule VI, Grade 21, Regular

Schedule:

35 hours per week.

Note:

This job announcement may close at any time with little or no notice. Applicants are advised to apply promptly.

A vacancy exists in the Department of Health and Human Services, HHS Finance and Administration Operations. All interested transfer and promotional candidates must apply at this time. A list of eligible applicants will be established based on the examination as outlined below.

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.
• 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.

• 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.

• Possession of a high school diploma or an appropriate equivalent.
• 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.

• 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 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 interpret, explain, and follow County and departmental rules and regulations.
• Ability to establish and maintain effective working relationships.
• Ability to take verbatim notes.
• Ability to coordinate, assign, and review the work of others.
• Ability to type from plain copy at a rate equivalent to 40 WPM.

• Knowledge of County and departmental rules, regulations, policies, and procedures.
• Thorough knowledge of word processing, database management, and spreadsheet software packages.
• Knowledge of administrative…