Administrative Coordinator (Finance Department)

Administrative Coordinator

The City of Pittsburg is seeking a motivated and detail-oriented Administrative Coordinator to provide critical administrative, financial, and project support in the Finance Department. The successful candidate should be highly organized, solutions-driven, and skilled at balancing multiple priorities. They should bring a combination of financial, administrative, and project management expertise, paired with a commitment to customer service, teamwork, and professionalism.

Key responsibilities of the Administrative Coordinator include:

• Budget & Finance: Participate in the development, preparation, and monitoring of departmental budgets; track expenditures; prepare estimates, reports, and financial documents; resolve discrepancies; general billing and reconciling cash payments; grant management of designated City programs.
• General Liability Claims Processing: Manage the intake, review, and tracking of general liability claims filed against the City, ensuring compliance with state and municipal requirements and other related duties.
• Tracking Developer Deposits: Establish and maintain developer deposit accounts, ensuring accurate financial records within the City's financial system and other related tasks.
• Administrative Support: Coordinate critical projects, workflow improvements, and office systems; provide data analysis; recommend and implement improved procedures; manage well-defined programs independently.
• Research & Reporting: Conduct project research and prepare periodic reports; assist staff with departmental policies, procedures, and recordkeeping.
• Records & Documentation: Prepare reports, forms, presentations, and maintain official department records; process records requests.
• Customer Service: Respond to public and staff inquiries; provide information about department services.
• Representation & Teamwork: Represent the City with professionalism, integrity, and a spirit of collaboration; foster an inclusive, service-oriented work environment; maintain positive working relationships with staff, City employees, and the community.

An ideal candidate for Administrative Coordinator possesses the following:

• The ability to communicate effectively orally and in writing.
• Establish and maintain cooperative and effective relationships with those contacted in the course of the work.
• Great customer service skills on the phone, in person, and in writing.
• Possess exceptional management and organizational abilities to adhere to time sensitive situations and meet deadlines.
• Great interpersonal skills and ability to work collaboratively with other City Departments/Divisions, other governmental agencies, community organizations and the public.
• Desktop computer applications related to the work such as Word, Excel, Outlook and other related programs and systems such as OnBase, and Tyler Munis.
• Relevant office skills to use a variety of equipment such as computers, fax, and software programs.
• Excellent writing skills to take meeting minutes, draft correspondences, proofread/edit staff reports, prepare and publish public notices and other items.
• Ability to manage department webpages to provide up-to-date information
• May be available to able to attend committee, board/commission meetings after normal business hours
• Able to work in a team environment.

About Pittsburg, CA: The City of Pittsburg is a culturally rich and diverse community of over 76,000 residents and expected to grow to 90,000 in the next 20 years. Pittsburg is located in the Bay Area Region of Northern California and is perfectly situated for easy access to San Francisco, Napa Valley, Sacramento, the foothills of the Sierra Nevada Mountains, and Lake Tahoe. Pittsburg has waterfront homes, a performing arts theater, a variety of seasonal events, an extensive park system, a large public-school system, and a variety of shopping centers. The recently renovated Marina is also an ideal place to visit and is located within steps of the Old Town shopping district and downtown living, with nearly 600 boat slips, a free public boat launch, fuel dock, caf, bait shop, and the Pittsburg Yacht Club.