Office Coordinator

Pay Schedule VI, Grade 21, Regular

Schedule:

35 hours per week

A vacancy exists in the Department of Public Works Engineering & Construction, Division of Construction Contracts Administration

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

Current andfuturevacancies 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 to
reclassification
as separate work experience 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.

You MUST attach your transcript(s) or license(s) to your application.

Failure to submit proof of Licenses, Certifications and Education will result in your application not being considered. Proof of licenses, certifications, 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.
• 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.
• 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 computers, photocopiers, calculators, telephones, scanners, and printers.
• Reviews and processes prequalification documents for construction contractors.

• 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.)

Possession of a high school diploma or an appropriate equivalent.

Two (2) 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 of modern office practices and procedures, including filing…