Administrative Coordinator

Full Job Description

Requirements

Provides routine and non-routine administrative support. Prepares routine and confidential correspondence, memorandums, and other documents from brief instructions or notes.

Scans/faxes documents, drafts communication for review, makes copies, and prepares spreadsheets and various reports as requested.

Provides exceptional customer service, both internally and externally, and provides accurate and detailed information. Answers, screens, and directs incoming calls and takes messages.

As assigned, greets and assists visitors and clients; provides information and responds to questions, complaints, and referrals.

Responsible for meeting and event coordination, including scheduling and calendar maintenance; sets up meeting room as needed. Prepares and participates in meetings as needed, including compiling agendas and documents, reports, presentations, etc.; takes and disseminates meeting minutes as needed. 

Conducts research, gathers and verifies data, and prepares reports, presentations, or other documents/materials. 

Establishes and maintains filing system(s) and databases; inputs, changes, and updates information and records in a timely manner, ensuring accuracy and completeness. 

Provides information regarding applicable policies and procedures to staff, customers/clients, and the public via writing, telephone, in person, and website.

Coordinates and processes office and equipment supply orders; maintains inventory. Receives deliveries, verifies correct items have been received, and ensures items are not damaged.

Serves as a liaison to support departments, such as Human Resources, Financial Services, Facilities, and Information Technology. 

Provides administrative and liaison support to boards, commissions, advisory boards, etc. as directed. 

May serve as a procurement liaison. Assists with the coordination of purchasing functions; may participate in the preparation of purchase orders.

Reviews and processes requisitions, change orders, and invoices; processes payments as appropriate. May be assigned a P-card for purchases; ensures compliance with policies and procedures.

May collect and track payments, fees, or deposits; prepares and submits deposits to the Financial Services Department. 

Coordinates and assists with various projects as requested.

Performs other related duties as assigned. 

Supervision Exercised: This classification does not have supervisory authority and requires no supervision or direction of others.

Supervision Received: Receives Intermittent Supervision: This classification normally performs the job by following established standard operating procedures and/or policies. Regular direction, guidance, and coaching from supervisor is expected. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically.

Qualifications

Knowledge, Skills & Abilities

• Working knowledge of Microsoft Office programs, including Word, Excel, Outlook, and Access.
• Strong time management skills with attention to detail. Must possess strong grammar, spelling, and punctuation skills.
• Must possess excellent interpersonal and customer service skills.
• Ability to work with frequent interruptions, ability to organize, coordinate, and prioritize tasks and move between projects on short notice. Ability to effectively handle pressure and ambiguity.
• Ability to communicate effectively and establish strong working relationships with staff, County employees, clients, and the public. Ability to provide excellent customer service.
• Ability to maintain confidentiality.
• Ability to compile and maintain accurate records and reports.
• Ability to work independently with limited supervision.
• Maintain regular and punctual attendance.

Required Education & Experience

• High school diploma or equivalent education.
• Two years of administrative experience.
  • Associate’s degree may substitute for one year of the required experience.
  • Bachelor’s degree may substitute for the required experience.

Preferred Education & Experience

• Experience in the public sector or a government setting.
• Purchase order experience.

Pre-Employment Requirements

• Must pass conditional post offer background investigation and drug screen.

Additional Information

Duties are primarily performed in an office and remote work environment dependent upon Department discretion and business needs.

The classification specification above is intended to represent only the key areas of responsibilities and minimum qualifications; specific job assignments, duties, education, experience, licenses/certifications, and environmental conditions will vary depending on the needs of the department/office and the particular assignment. Changes to this document may only be made by a member of the Human Resources Department.