Administrative Coordinator-Water & Sewer

Open Until Filled

GENERAL

PURPOSE:

The Administrative Coordinator III performs routine and complex administrative work in the assigned division or department. This position accomplishes a variety of administrative and clerical support functions such as responding to telephone inquiries, processing of paperwork, maintenance of department files, and distribution of mail to support office operations. This work is performed under intermediate supervision – the incumbent performs a variety of routine work within established procedures with some latitude in the use of independent judgment and receives detailed instructions on new assignments.

This work is reviewed periodically through observation and review of accuracy and results achieved.

• Accept, review, process, prepare, and distribute necessary paperwork such as payments, fees, permit applications, property records, bank deposits, legal documents, purchase orders, reimbursement requests, and/or building plans, etc. using necessary software and established standard operating procedures.
• Compose and type routine memoranda, letters, correspondence, and other technical data from dictation or rough drafts; conduct research to prepare various regular and special reports.
• Maintain and prepare department files, forms, records, databases, operational/budgetary data, and calendars and schedule appointments and meetings; ensure accurate filing and retention of department administrative records in compliance with local, state and federal laws.
• Prepare payroll and maintain performance and attendance records.
• Conduct inventory of materials, supplies, and equipment and follow proper purchasing policy to replenish as needed.
• Provide full administrative support to a City advisory board, including planning, recordkeeping, and scheduling.
• Open, sort, and distribute incoming mail and prepare and send outgoing mail.
• Coordinate flow of information between divisions, other departments and the general public; receive and solve routine customer questions, complaints and/or problems.
• Assist in the planning, implementation, and documentation of scheduled events, meetings, travel arrangements, and other initiatives as necessary.
• Perform other work as assigned.

• Working knowledge of departmental and municipal rules, regulations, policies, and procedures.
• Working knowledge of modern office terminology, methods, practices and procedures, business English, spelling, punctuation, formatting correspondence, and applicable laws and best practices related to records retention.
• Working knowledge of basic mathematics.
• Skill in the operation of modern office equipment, computers, and software, including Microsoft Office applications (Word, Excel, PowerPoint, etc.).
• Ability to complete tasks in a timely manner, multi-task, organize workload, meet deadlines, follow up and take tasks to completion.
• Ability to maintain focus and flexibility with frequent interruptions; ability to follow up and monitor status of ongoing projects.
• Ability to establish and maintain effective relationships with employees, supervisors, city officials, and the general public.
• Ability to communicate information tactfully and impartially, both in person and in writing with all staff, city officials, and the general public.
• Ability to demonstrate proficiency in the City of Winter Park Core Competencies.
• Ability to understand and follow oral and written instructions and keep accurate records.
• This position is performed with working knowledge – the incumbent has the ability to recall and apply important/commonly-used information from relevant source documents or in a particular subject field, and has access to reference documents when necessary.

• High School Diploma or equivalent; supplemented by a minimum of five years of experience in an administrative support function.
• An equivalent combination of education, training and experience, which provide the necessary knowledge, skills and abilities and other competencies required for the position may be considered.

Physical

• This is light work requiring the…