Office Coordinator

Administrative Support Clerk

Pay Schedule VI, Grade 21, Regular

Schedule:

35 hours per week A vacancy exists in the Department of Health and Human Services, Adult Services. A list of eligible applicants will be established based on the examination as outlined below. Current and future vacancies occurring within this class may be filled from this list of eligible applicants. All interested transfer and promotional candidates must apply at this time. List all promotions and changes in job duties due to reclassification as separate work experience on your application.

You 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. Failure to submit proof of Licenses, Certifications and Education will result in your application not being considered.

Proof of licenses, certificates, and/or education must be submitted with each application.

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 budget 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.
• 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.
• Provides customer service to both internal and external stakeholders.
• Explains office policies, procedures, rules and regulations to other employees and the public.
• Maintains calendars, schedules appointments, schedules interviews and meetings.
• Prepares and types, photocopies, and distributes meeting agendas and/or minutes.

Minimum 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 Microsoft 365 products, word processing, database management, and spreadsheet/Excel software packages.
• Skills in the operation of office machines as listed in essential duties.
• Skills in the use of word processing software.
• Ability to use automated office systems, Excel, Access 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…