Administrative Coordinator

Administrative Coordinator

The purpose of the class is to provide responsible administrative and clerical support to ensure effective and efficient office operations in assigned unit or division of the Department. Reports directly to the Department Head and performs executive level duties involving confidentiality and sensitivity. Performs a wide variety of complicated task and is expected to use creativity and latitude. Responsibilities include some research and analysis, monitoring department budget, handling department specific tasks, and related work as required. The class works within a general outline of work to be performed, and develops work methods that are general in nature and for which there are precedents, examples, reasonableness or a combination of factors. Work is performed under general supervision.

The tasks listed below are those that represent the majority of the time spent working in this class. Tasks require proficiency with PC Windows-based software, including word processing, spreadsheet applications, Microsoft Access or related database software. Management may assign additional tasks related to the type of work of the class as necessary.

Provides administrative support to department in completing special projects; provides general office management support such as budget management and work flow management.

Provides general administrative and secretarial support to senior staff, performing such duties as scheduling and coordinating meetings and appointments; compiling data for reports and studies; composing and / or preparing routine and confidential reports and correspondence; making travel and accommodations arrangements, etc.

Assists in coordinating division / department activities with those of other divisions, departments, agencies, and other professionals as appropriate; researches and provides agencies and individuals with department information as requested and as appropriate.

May monitor department budget expenditures; prepares and assists in administering the department's annual budget; reconciles monthly budget reports with invoices and requisitions; balances bank statements and prepares periodic financial reports as required.

Coordinates all department record-keeping systems and files, observing applicable schedules and policies. Runs standard reports using department software / database; completes daily and monthly informational / statistical reports using submitted information.

Prepares various comparison and informational reports for department managers to help inform decision making.

As needed, computes, receives, deposits and disburses monies; maintains receipt and disbursement journals, daily cash logs and case ledger cards; prepares bank deposits.

Reviews office operations and makes recommendations for changes in policies and procedures as appropriate to enhance office effectiveness and efficiency.

Assists co-workers and managers with various administrative and clerical duties as necessary; Provides training and leadership of new staff or co-workers as assigned.

May assist in maintaining accurate, up-to-date and confidential department personnel records, including but not limited to general employee files, personnel action forms, performance evaluations, insurance benefits and worker's compensation records and claims.

Performs other general clerical work as required, including but not limited to compiling data for reports, copying and filing documents, entering and retrieving computer data, processing daily mail, disseminating memos / information to department staff, ordering office supplies and maintaining inventory records, maintaining lists and logs, etc.

Receives and responds to employee / public inquiries, concerns and complaints and requests for assistance in areas of responsibility.

Requires coordinating or determining time, place or sequence of operations or activities based on analysis of data or information and may implement and report on operations and activities.

Requires supervising or leading others by determining work procedures, assigning duties, maintaining harmonious relations and promoting efficiency.

Requires handling or using machines, tools or equipment requiring brief instruction or experience, such as computers for data entry, fax machines, copiers, telephones or similar equipment; may service office machines, including adding paper and changing toner.

Requires performing administrative work involving policy and guidelines, solving both people- and work-related problems.

Requires performing addition and subtraction, multiplication and division and / or calculating ratios, rates and percents.

Requires reading journals, manuals and professional publications; speaking informally to groups of co-workers, staff in other organizational agencies, the general public, people in other organizations; presenting training; composing original reports, training and other written materials using proper language, punctuation, grammar and style.

Requires doing clerical, manual or technical tasks requiring a wide range of procedures and requiring intensive understanding of a restricted field or complete familiarity with the functions of a unit or small division of an operating agency; requires normal attention with short periods of concentration for accurate results or occasional exposure to unusual pressure.

Requires completion of high school degree / GED and five years experience or Associate's degree or specialized training that is equivalent to satisfactory completion of two years of college education with emphasis in office management, secretarial science, business or a closely related field.

Must possess or be able to obtain Notary Public certification; may be required to obtain additional certifications as deemed necessary by supervisor.

Must possess a valid state driver's license.

Requires up to and including five years.

Requires sedentary work that involves walking or standing some of the time, exerting up to 10 pounds of force on a regular and recurring basis, and routine keyboard operations.

The job risks exposure to no known environmental hazards.

The job requires normal visual acuity and field of vision, hearing and speaking abilities, color perception.

Responsible for guiding others, requiring frequent decisions affecting co-workers and others who depend on the service or product; works in a somewhat fluid environment with rules and procedures but with many variations from the routine.

Richland County is an Equal Opportunity Employer. ADA requires the County to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.