Office Coordinator

Job Title

Pay Schedule VI, Grade 21, Regular

Schedule:

35 hours per week A vacancy exists in the Department of Budget and Finance.

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. 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, and 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, and 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 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

• Assists in the preparation of County legislation. Schedules, attends, and takes notes and minutes for meetings, conferences, and hearings, which may include those of 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.

(

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.)

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.)

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 the 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, Skills, and Abilities (Full Performance): Knowledge of County and departmental rules, regulations, policies, and procedures. 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…