Administrative Coordinator

Administrative Coordinator

Position Objective: The Administrative Coordinator is primarily responsible for meeting the administrative needs of the five-member elected Board of County Commissioners and the Director of the Commission Office. This position is responsible for coordinating Commission meetings, maintaining official records, managing travel logistics, and ensuring effective communication and scheduling.

Essential Functions:

• Provide executive administrative support for the five-member elected Board of County Commissioners and the Director of the Commission Office with correspondence, policy and procedure updates, statistic compilation, reports, records requests, calendar management, email management, travel and training preparations, meeting and event arrangements, and other tasks as assigned.
• Greet the public, answer phone calls, evaluate and address public needs, and refer issues to appropriate staff for follow-up or resolution.
• Plan, organize, and distribute meeting agendas, meeting packets, and related documentation for boards, committees, and other official meetings/events attended by Commissioners or the Director, posting required legal notices and complying with laws.
• Maintain official Board calendar, including regular meetings, special sessions, public hearings, and community events.
• Maintain inventory of office supplies, equipment, and assets.
• Track, maintain and update all files related to contracts, grants, MOUs, resolutions, ordinances, and any other files required to be maintained by the Commission Office.
• Perform basic bookkeeping duties, to include calculating input, collecting payment, reviewing and inputting department vouchers and claims for payment.
• Perform related duties as assigned by supervisor.
• Maintain compliance with all County policies and procedures

Qualifications:

• High school diploma or GED required, Associate's degree or equivalent from two-year college or technical school in business administration, public administration, or related field preferred.
• Three to five years of relevant work experience.
• A combination of education and experience may be considered.
• General knowledge of county government functions and state statutes affecting local government preferred.
• Proficiency with common office equipment/software (Microsoft Office, Adobe, etc.).
• Strong organizational skills.
• Strong interpersonal skills and the ability to work effectively in a team.

Physical Requirements:

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state and local standards, including meeting qualitative and quantitative productivity standards
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA, and other federal, state and local standards
• This position frequently remains stationary for long periods of time and needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery such as a calculator, copy machine and printer.
• Must be able to move up to 20 pounds unassisted, and move 40 pounds with assistance.
• Must be able to communicate clearly and effectively on telephone, in-person and in writing.

Working Environment:

• Most work is performed indoors in an office where noise and interruptions often occur.
• Additional hours may be required to meet project deadlines or attend special meetings.
• Some travel may be required for conventions, training and meetings.

Pennington County Benefit Summary:

The following is a summary of benefits available to full-time and part-time benefited employees of Pennington County.

Health Care Program:

Health – Pennington County has a self-funded health care program for employees and their dependents. Health Insurance and Prescription Drug is covered through Wellmark (Blue Cross Blue Shield). Two plans are offered: a traditional PPO plan with co-pay structure and a high deductible plan with higher deductible/out-of-pocket maximums. Dental – Dental coverage is provided through Delta Dental of South Dakota. 100% of usual and customary charges for preventive and diagnostic procedures are covered, after a $50 deductible per individual / $150 per family. Routine and restorative procedures, endodontics, periodontics, and major services are covered at 50%. There is an annual maximum of $1000 per individual. Orthodontics are not covered under this plan. Prescription – The Health care program includes retail and mail order (90-day supply) prescription coverage, both requiring an affordable co-pay. Co-pays do not accumulate toward satisfaction of the deductible or co-insurance limit. Note: Health care program coverage is effective on the 1st of the month following one complete month of employment. The program is available for employees and their dependents.

Life Insurance:

Pennington County provides a $20,000 basic life insurance policy for every benefited employee. Optional supplemental life insurance can be purchased for employee, spouse, and dependent children.

Employee Assistance Program:

Pennington County employees and family members may receive counseling services for issues relating to financial difficulties, marital and family distress, emotional problems, and alcohol or drug abuse. Generally speaking, as many as three visits annually are provided at no charge. Services are confidential.

Retirement Plan:

Pennington County is a member of the South Dakota Retirement System (SDRS). The employee contributes 6% (8% for public safety) of gross wages. The contribution is matched by the County. Upon separation from employment with Pennington County, individuals who are fully vested in SDRS (three years of contributory service) have the right to receive a monthly lifetime retirement benefit at retirement age. Employees may choose to save additional funds toward retirement on a pre-tax basis through the SDRS supplemental retirement program. Other SDRS benefits include long term disability, family, and spouse benefits.

Supplemental Insurance:

AFLAC offers various supplemental insurance policies for employees and family members. These policies are portable and guaranteed renewable. Premiums are deducted from payroll.

Paid Time Off:

Vacation – Vacation time accrues per pay period at the rate of 3.077 hours for new employees with incremental increases based on years of service. Maximum hours of accumulation apply. Sick Leave – Sick leave accrues at the rate of 3.077 hours per pay period. Employees may use up to 80 hours of available sick leave annually for other designated reasons. Sick leave separation benefits are available after 10 years of employment. Holidays – Employees are eligible for up to 11 paid holidays per year. All Paid Time Off benefits are prorated based on the number of hours worked or benefit time taken in a pay period for all benefited employees. This summary is for general information only. Employees have access to complete and detailed policies, procedures, or summary plan descriptions for all benefits cited.