ADMINISTRATIVE COORDINATOR

Community Development Department Clerk

PAY : $16.68 - 21.63 per hour, DOQ

This position performs clerical and administrative duties related to operation and coordination of the Community Development Department and Housing Program. Responsibilities include office management; support of department management; answering phones and assisting clients; overseeing administrative assistants; monitoring and reviewing administrative processes and interdepartmental communication; ensuring the office operates smoothly and efficiently; preparing correspondence and / or reports.

The position is grant funded and renewal is contingent upon the availability of funds. Grant funded positions are typically limited in term. The end date of the grant does not guarantee employment for the duration of the grant. You may be eligible to apply / transfer to an existing vacancy that is equivalent to the grant funded position if an equivalent position is available.

Employees in the Community Development Department and their family members are prohibited from participating in or receiving benefit from the City of Amarillo's programs funded by the Department of Housing and Urban Development and other state and federally funded programs and grants.

ESSENTIAL RESPONSIBILITIES

• Follow-up with existing clients and document status.
• Supervise and monitor the work of administrative staff.
• Streamline and improve existing office administrative procedures.
• Regularly update existing office processes and procedures.
• Responsible for developing and implementing office policies by establishing procedures and standards to guide the operation of the office.
• Coordinate with IT for all office equipment needs.
• Answers inquiries in person and by telephone regarding the various assistance programs.
• Coordinate housing inspections.
• Compose and prepare general correspondence to inform program applicants and participants of status changes, requests for additional information, and responses to inquiries.
• Schedule and coordinate regular training of office staff as it relates to risk management and safety, use of departmental resources, software and equipment training, departmental policies and procedures, etc.
• Coordinate office activities.
• Organize and schedule meetings and appointments for Director and Deputy Director.
• Attend meetings with senior management to take notes and follow-up with attendees afterward.
• Design and implement filing systems.
• Ensure filing systems are maintained and current.
• Maintain up-to-date personnel records.
• Administer Workday, training all staff on Workday processes, and serve as a department timekeeper.
• Arrange interviews and organize the onboarding process.
• Monitor and maintain office supply inventory.
• Develop procedural and policy changes with management and implement these changes to improve operational efficiency.
• Handle customer inquiries and complaints.
• Coordinate employee travel, following all related City policies and procedures.
• Coordinate and conduct necessary staff trainings, including but not limited to : Risk Management processes, Workday, eDocs, Teams, and other trainings related to office or City processes and procedures.

Maintain a safe, secure, and pleasant work environment. Participate actively in the planning and execution of company events. Performs other job-related duties as assigned.

MINIMUM REQUIREMENTS

Requires a High School Diploma or its equivalent and a minimum of four years of office management experience. Graduation from a 4-year college program is preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

ADA PROFILE

Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions of this position. While performing the duties of this Job, the employee is required to exert up to 20 pounds of force occasionally, and / or up to 10 pounds of force to move objects. The employee is also required to finger, grasp, handle, life walk, stand, hear, crouch, reach, speak, see, and talk. Also requires the ability to make rational decisions and perform repetitive motions.

WORK ENVIRONMENT

Monday through Friday, 8am to 5pm. May require occasional after-hour work to attend meetings, finish project, and meet deadlines. Employee must be able to perform essential job functions with or without reasonable accommodation and without posing a direct threat to safety or health of self or others. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The City of Amarillo is an Equal Opportunity employer and encourages applications from eligible and qualified persons regardless of race, color, religious creed, national origin, ancestry, age, gender, pregnancy, sexual orientation, gender identity, marital status, familial status, disability, genetic information or protected veteran status, in compliance with applicable federal, state and local law. The City of Amarillo provides reasonable accommodations to applicants with disabilities on a case by case basis. If you need a reasonable accommodation for any part of the application or hiring process, please contact the Human Resources Office at 806-378-4294.