Administrative Coordinator

Administrative Coordinator

Join the City of Gahanna Engineering team and play an important role in supporting the infrastructure and development projects that keep our community moving forward. As an Administrative Coordinator, you'll work closely with engineering staff, manage department records and financial processes, coordinate administrative operations, and serve as a key resource for residents and stakeholders. If you're highly organized, proactive, and enjoy solving problems, we encourage you to apply! Starting Salary Range: The starting salary is between the minimum and midpoint of the range ($24.06 hourly - $29.47 hourly). Candidates will start at the minimum of the range unless their skills, experience, education or other factors exceed the qualifications for the position.

Essential Functions of Work:

• Provides excellent customer service to citizens, businesses, department staff, and/or city employees regarding various issues. Exercises independent thinking while providing office support for the department; responds to inquiries and complaints or directs to appropriate person/department.
• Provides administrative support to director and departmental staff as needed; answers and screens incoming phone calls; relays messages and/or important information; Maintains calendars for the director and office staff.
• Completes a variety of complex reports and materials; conducts research; compiles data and prepares reports or presentations; attends meetings for the purpose of preparing minutes, notes or other documentation of actions.
• Serves as Records Officer for the department, including maintaining complex and detailed files and records; creates, maintains, and disposes of files as needed; adheres to city records retention policies and schedules.
• Composes routine correspondence for the department; types, prepares and verifies statements, forms, and records, creates graphs, charts, presentations, or brochures; makes copies and files or distributes same.
• Generates and maintains purchase orders (PO's) for the department; verifies accuracy of accounts and amounts; processes invoices for payment; maintains balances; ensures expenses are kept within budgeted amounts; prepare and process department deposits. Assists with the creation of the department budget.
• Expert in department software operation, including system upgrades.
• Maintains database(s) related to department functions or activities; enters data; proofs, balances or verifies information for accuracy; updates database(s) as needed; collects and records payments if applicable; files or submits documents/reports to appropriate entity to ensure compliance with policies, guidelines, laws, statutes, rules and regulations.
• Completes projects assigned by supervisor; researches records and files; provides requested information on technical or complex issues.
• Responsible for evaluating existing processes for areas of improvement and creating new processes to facilitate more efficient workflow.
• Regular, predictable, and punctual attendance is required.

Important Functions:

• Cross-trains with other department staff to cover absences.
• Orders office supplies for department as needed.
• Coordinates special and departmental events.
• Receives, opens, and distributes incoming mail and prepares outgoing mail.

Minimum Qualifications:

Any combination of education, training and experience as listed below which provides the required knowledge, skills, and abilities to perform the essential functions of the job. A typical way to qualify is an Associate's degree from an accredited institution in business or related field and three (3) or more years of professional office experience OR high school diploma or equivalent and five (5) years or more of professional office experience.

• Licensure or Certification Requirements - Current and valid Ohio driver's license with an acceptable driver's abstract in order to meet criteria for insurability established by the City of Gahanna. State of Ohio Notary Public preferred.

Knowledge, Skills and Abilities:

Knowledge Of:

• Operations, governing laws, and structure of local government.
• Office administrative practices and procedures.
• Proper English usage, including spelling, grammar, punctuation, and vocabulary.
• Purchasing processes and procedures.
• Records keeping, report preparation, filing methods and records management techniques

Skill In:

• Providing excellent customer service to internal and external customers.
• Diffusing potentially negative or tense situations and knowing when to escalate the issue to someone else.
• Navigating PC and web-based software programs.
• Advanced utilization of Microsoft Office Suite (Word, Excel, PowerPoint, etc.).
• Using tact, discretion, initiative, and independent judgment within established guidelines.
• Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.

Ability To: (Mental and Physical Abilities)

• Maintain complex records and prepare reports from such records.
• Use discretion and maintain confidentiality of sensitive information.
• Establish and maintain effective working relationships with city officials, business executives, government officials, other employees, and the general public.
• Communicate effectively both orally and in written form (including electronically).
• Follow complex written or oral directions.
• Lead and plan tasks or projects for others within the department.
• While performing the essential functions of this job, the incumbent is regularly required to sit, see clearly; hear; read and write; grasp and hold objects; keyboard; and rarely lifts or moves objects up to 25 pounds.

Working Conditions:

• Work is performed in a normal office environment with little exposure to outdoor temperatures or dirt and dust.
• The incumbent's working conditions are typically moderately quiet.

Why Gahanna? Named one of the 'Best Hometowns' by Ohio Magazine, Gahanna offers 750+ acres of parkland, vibrant neighborhoods, opportunities for business growth and more! Only eight miles from downtown Columbus and minutes away from the John Glenn Columbus International Airport, Gahanna is a choice location for business and leisure. With a strong emphasis on community, family and fun, Gahanna offers a wide variety of seasonal and special events.