Administrative Coordinator

About the Department

Under general direction, perform a wide range of responsible administrative and secretarial work in support of the Department; type, file, process and process a variety of documents and correspondence; process capital project purchase orders and invoices; prepare reports; answer telephones and respond to requests for information; provide administrative support and assistance to the Capital Improvement Program (CIP) Director and Assistant Director; and perform other duties as assigned.

DISTINGUISHING CHARACTERISTICS:

This is a single-incumbent classification.  The employee receives general supervision from the Capital Improvement Program (CIP) Director and exercises no supervision.

Position Duties

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

• Prepare, type, word-process and proofread a variety of documents including general and confidential correspondence and reports; enter a variety of data and information into the computer and maintain department specific records.
• Answer the telephone and provide assistance to the general public; provide general and specific information on department and city policies and procedures as required; monitor calls, visitors and correspondence and maintain appointment calendar for the Department Director and other management staff as required.
• File documents, reports and correspondence for the department; maintain filing system; maintain records including personnel; prepare payroll records; maintain employee time-sheets and records of vacation and sick leave; maintain financial documentation, records and accounts; type absentee forms; calculate bonus days for personnel twice a year.
• May be required to complete P17 form as needed; new employee and terminated employee paperwork.
• Operate a variety of office equipment including, copiers, facsimile machine and computer; input and retrieve data and text; complete various departmental specific reports.
• Receive, sort and distribute incoming and outgoing mail using own initiative when handling general correspondence; order and distribute office supplies; and may maintain budget funds including balancing and submitting requests for more funds.
• Respond to public inquires in a courteous manner; provide information concerning department operations and services; distribute and receive forms and documents related to department business.
• Assist in monitoring department expenses; processes purchase orders and credit card statements reconciling with invoices and receipts.
• Prepare Reports as requested by the CIP Director
• Respond to public inquiries in a courteous manner; provide information within the area of assignment.
• Set up follow-up system to ensure complaints are resolved in an efficient and timely manner.
• Type and maintain confidential files and information for department.
• Perform other duties as assigned.

EMPLOYMENT STANDARDS

Knowledge of:

• Operations, services and activities of a department.
• General knowledge of City policies and procedures.
• Methods and techniques of providing secretarial support to the department.
• Pertinent Federal, State and local laws, codes and regulations.
• Principles and procedures of record keeping.
• Modern office procedures, methods and computer equipment.
• Principles and practices of bookkeeping.
• Basic mathematical calculations.
• Methods and techniques of report preparation.
• Operations, services and activities of the city.
• Operational characteristics of modern office equipment and tools including a computer.
• Occupational hazards and standard safety practices.

Ability to:

• Interpret, explain and enforce department policies and procedures.
• Operate a variety of modern office equipment in a safe and effective manner.
• Develop, administer and maintain an efficient records management system.
• Comply with all posting and publication guidelines.
• Type at a speed necessary for successful job performance.
• Interpret and apply Federal, State and local policies, laws, and regulations.
• Understand and follow oral and written instructions.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Minimum Qualifications

Education, Training and Experience:

• High School Diploma or GED, supplemented by post-high school or college level course work in secretarial science or a related field.
• Two years of increasingly responsible secretarial experience.  
• Construction project accounting experience preferred

Other Qualifications

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. 

Specific vision abilities required for this job include close vision and the ability to adjust focus.

Mental Demands 

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied/abusive individuals.

Work Environment: 

The employee works in an office environment where the noise level is usually quiet. Certain positions within the classification may require availability to work flexible schedule.