Administrative Coordinator I

General Statement of Job Under general supervision, this position performs a variety of administrative, payroll, and technical duties in the support of management and staff. Reports to assigned supervisor. Essential Job Functions Provides administrative support work such as word processing, data entry, retrieval, drafting spreadsheets, forms, documents, and correspondence; extracts data, creates reports, and interprets the appropriate processes for use. Reviews forms, contracts, data and other information to ensure accuracy and conformance to established procedures and policies. Enters personnel actions (pay increases, transfers, promotions, FMLA leave, leave of absence, terminations) and computes salary changes, adjustments, and retroactive pay according to established policies and procedures; enters payroll into the computerized system in accordance with procedures and deadlines. Serves as a liaison or point of contact for management, department, external agencies, and the public; screens and responds to inquiries and complaints; routes messages; maintains calendars and schedules; coordinates meetings; makes travel arrangements; conducts simple presentations. Manages credit card administration, financial invoices and requisitions, petty cash and bank deposits. Performs research and evaluations; assists with departmental human resources functions such as scheduling candidate interviews, preparing selection packages, training; provides information on policies and procedures. Performs other administrative support activities and related work as required. Individual assignments are determined by supervisor based on current workload and department needs. Knowledge of Job General knowledge of federal, state and local laws, rules and regulations governing personnel administration; knowledge of general office practices, methods and procedures used by the city; ethical guidelines applicable to the position as outlined by professional standards and federal, state and local laws. Skilled in the use of common office equipment, spreadsheets and file maintenance programs. Able to prepare and maintain accurate personnel records and explain personnel matters to city employees. Able to make routine administrative decisions independently in accordance with laws, regulations and city policies and procedures. Capable of analyzing and interpreting policy and procedural guidelines to resolve problems and questions. Demonstrates tact and courtesy in frequent contact with the public and handles confidential personnel information with discretion. Establishes and maintains effective working relationships as required by work assignments. Qualifications High school diploma or equivalent and 2-3 years of responsible administrative experience including use of computers and standard software applications; or an equivalent combination of education and experience clearly indicating the ability to perform the duties of this position. Background check including local and state criminal history check and sex offender registry check. Valid driver’s license with an acceptable driving record. Physical Requirements Must be capable of operating various automated office machines such as computers, typewriters, calculators, copiers, and fax machines; able to exert up to 10 pounds of force occasionally or a negligible amount of force frequently. Sedentary work requires sitting most of the time; may involve walking or standing for periods. Additional Requirements Data conception: ability to compare and judge characteristics of data, people or objects. Interpersonal communication: ability to speak and/or signal to convey information; give and receive instructions. Language ability: read and prepare correspondence, reports, personnel records, certificates, forms and logs; speak with poise and confidence. Intelligence: apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions. Verbal aptitude: record and deliver information, explain procedures, follow oral and written instructions. Numerical aptitude: utilize mathematical formulas, perform basic arithmetic, handle decimals and percentages. Form/spacing aptitude: inspect items for proper length, width and shape. Motor coordination: coordinate hands and eyes rapidly and accurately when using automated office equipment. Manual dexterity: handle various items, equipment and controls with minimal eye/hand/foot coordination. Color discrimination: not required. Interpersonal temperament: deal with people under stress; adapt to stressful situations. Physical communication: ability to talk and hear. Equal Opportunity / ADA The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations. #J-18808-Ljbffr