Office Administrator

Administrative Coordinator

The purpose of this classification is to perform advanced to complex secretarial, administrative, and project coordination functions for the director and staff of assigned department, which may include monitoring the department's budget, maintaining files and records, processing documentation, and serving as liaison with other city departments, consultants, committees, commissions, and boards for the city.

Oversees the departmental support staff in the provision of administrative support. Processes a variety of documentation associated with department operations, within designated timeframes and per established procedures; processes all documents to meet deadlines. Conducts research and analysis for special projects and programs administered by the department. Monitors departmental expenditures and budget reports to ensure compliance with approved budget; reviews billing invoices and ensures availability of funds; approves billing invoices and assigns numbers to invoices for payment; processes invoices and checks; maintains records of expenditures; types budget-relating correspondence; reviews budget reports; prepares budget requests and enters into computer; prepares annual reports; attends budget meetings. Prepares, drafts, transcribes, types, or completes various forms, reports, correspondence, annual reports, budget requests, budget expenditure lists, billing statements, purchase order requisitions, resolutions, requests for witnesses / subpoenas, notices of trial, newspaper copy, City Court appeals log, resolution book, CLE credits log, memo of law index, labels, or other documents. Composes correspondence such as letters, memos, emails, and reports; oversees the department's secretarial support staff in the preparation of minutes and the advertisement of legal notices for the boards or commissions for which the department has responsibility to maintain records; maintains the membership records for such boards and commissions. Receives various forms, reports, correspondence, invoices, budget reports, budget expenditure lists, court dockets, calendars, contracts, permits, court documents, newspaper copy, ethics forms, dictation tapes, seminar announcements, logs, resolutions book, ordinances book, codes, law books, directories, manuals, catalogs, user guides, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate; reads legal descriptions on easements and other legal documents. Schedules meetings; records meeting date, time, and location; ensures all involved parties are notified in a timely manner. Monitors and processes office supplies, office equipment, and departmental forms to ensure adequate inventory; compiles and types purchase requisitions; forwards completed requisitions for approval and processing; schedules and coordinates service on office equipment on a regular basis to maintain optimum operation of equipment. Maintains file system and file index of departmental documentation and records; prepares departmental files; enter files into computer; closes files; sorts / organizes documents to be filed; files documents in designated order; retrieves / replaces files; boxes old files for storage; searches for and retrieves old files from storage. Processes / maintains City Council and Board / Commission meeting documentation, City code documentation, and other legal records; processes applications, resolutions, ordinances, or other documentation for agendas; organizes Board, Commission, and Council folders for meetings; maintains resolution book and ordinance book; types / mails letters; maintains City codes for department; maintains log of appeals. Answers and screens telephone calls; assists walk-in customers; greets and responds to inquiries, problems and complaints from the general public and forwards to other staff members; provides information to the general public regarding department operations and services. Assists with the maintenance of departmental personnel files; compiles payroll, injury reports, phone lists, performance appraisals, travel and training forms; and completes applications; processes forms to appropriate personnel, departments, or other agencies; ensures copy of all required documents are in file. Refers to department operating procedures, administrative policies and procedures, regulations and standards, reference manuals and other sources in performing assigned job duties. Monitors inventory of office supplies and forms; ensures availability of adequate materials to conduct department work activities; initiates orders for new / replacement supply items as needed; prepares and approves purchase order requisitions. Coordinates travel arrangements, hotel reservations, conference registrations, or other travel-related plans for department staff; records seminars / conferences on calendars; completes travel requests; coordinates processing of travel settlements. Processes or maintains documentation related to staff members; maintains records of CLE credits for staff; processes payment of professional dues and license fees for staff; types / maintains staff-related ethics forms. Performs general clerical tasks, which may include making copies of cases, applications, contracts, and / or other documents, binding or punching holes in documentation, clipping legal notices or special articles from newspapers, opening and stamping incoming mail, processing outgoing mail, scanning documents and research material, sending / receiving faxes, and distributing mail and other documentation as appropriate. Operates a computer to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, desktop publishing, e-mail, research programs, or other software programs; updates programs when required on computer. Performs basic maintenance of computer system and office equipment, such as backing up data, clearing paper jams, or replacing paper, ink, or toner; provides copy machine meter readings to vendor; records / programs data into telephones, fax machine, or other equipment; coordinates service / repair activities as needed. Answers telephone calls and greets visitors; ascertains nature of business; provides information and assistance; directs callers / visitors to appropriate personnel; records / relays messages; initiates and returns calls as necessary; responds to complaints and routine questions; answers inquiries from other government agencies and the general public; researches problems and initiates problem resolution. Performs notarization of documents as needed. Communicates with supervisor, employees, other departments, city officials, vendors, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems. Recommends policies and procedures that guide and support the provision of quality services by the department. Incorporates continuous quality improvement principles in day-to-day activities. Must accomplish the essential functions of the job, with or without reasonable accommodations, in a timely manner. Must meet regular attendance requirements. Must be able to maintain good interpersonal relationships with staff, co-workers, managers and citizens. Conducts various errands as needed; operates a motor vehicle to conduct errands or perform other work activities. Provides assistance or backup coverage to other employees as needed. Performs other related duties as required.

High school diploma or GED required; preferably supplemented by college level course work or vocational training in office administration, secretarial science, basic bookkeeping, and / or personal computer operations or a related field; five (5) years experience and / or training that includes office administration, project coordination, secretarial support, basic bookkeeping, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must be eligible to be certified as a Notary Public. Must possess and maintain a valid driver's license.

The City of Tuscaloosa offers a comprehensive benefits package to full-time permanent employees that includes retirement, vacation and illness leave, paid holidays, medical and dental insurance, flexible spending account, life insurance, and other supplemental insurances and deferred retirement saving plans. For a more detailed overview of our benefits package, please visit the Employee Benefits Summary within our website or contact the Human Resource Department at (205) 248-5230.

This position may occasionally require evening or weekend support for airport operations, meetings, or special events. How do you feel about adjusting your schedule on short notice? Required Question