Administrative Coordinator

Under general direction, the purpose of this position is to provide administrative and technical support for the Emergency Management/Utilities Department. Employee is responsible for supporting daily departmental operations by maintaining records, preparing reports and correspondence, coordinating meetings and training activities, assisting with utility and emergency management programs, and providing customer service to residents, contractors, vendors, and regulatory agencies. Additional responsibilities include maintaining departmental records, assisting with procurement and budget tracking, supporting emergency preparedness initiatives, and coordinating departmental communications. Employees in this classification perform at an intermediate staff level and are expected to exercise initiative and sound judgment within established policies and procedures. Performs other duties as assigned based on departmental needs. Because it is difficult if not impossible to present a finite list of every possible function to be performed by employee, the City of Wilton Manors reserves the right in its sole and absolute discretion to modify and update this job description and to ask employee to perform tasks beyond the duties presented herein. In the event a change is necessary to update the essential functions of the job, the City will provide as much notice as practicable to the employee. Provides administrative support to the Emergency Management/Utilities Department, including preparation of correspondence, reports, and other documents. Coordinates with field staff for utility maintenance activities, record keeping, work orders, vehicle and equipment maintenance, and supplies. Maintains departmental files, records, permits, contracts, and regulatory documentation in accordance with applicable retention requirements. Coordinates meetings, training sessions, and special events; prepares agendas and records meeting minutes. Assists with procurement activities, including purchase requisitions, purchase orders, invoice processing, and vendor communications. Tracks expenditures for compliance with capital improvement projects, department budgets and purchase order limits. Maintains departmental spreadsheets, databases, tracking logs, and other records to ensure accuracy, completeness and compliance with deadlines. Assists with preparation and submission of reports required by local, state, and federal agencies. Provides communication assistance with utility contractors, consultants, vendors, and regulatory agencies. Conducts and coordinates the sale of City surplus items through an online public auction. Responds to routine inquiries from residents, businesses, and the public regarding utility services, departmental programs, and emergency preparedness information. Maintains confidentiality of sensitive records and information. Performs general administrative duties, including filing, scanning, document management, and maintaining office supplies. Provides customer service to internal and external customers in a professional and courteous manner. Assists with special projects, audits, and departmental initiatives. Performs related duties as assigned. Minimum Qualifications - Any combination of training and experience which would provide required knowledge, skills, and abilities are qualifying. A typical way to obtain the required qualifications would be: High school diploma or GED; supplemented by one (1) to two (2) years of administrative or clerical experience, preferably in utilities, public works, emergency management, municipal government, or a related office environment; or an equivalent combination of education, training, and experience. WiltonManors is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Wilton Manors will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. #J-18808-Ljbffr