Administrative Support Coordinator

Job Description

Job Description

Description:

Under the direction of the Executive Director and in collaboration with the Controller/Finance Manager and Human Resources Manager, the Administrative Support Coordinator provides professional administrative, financial, and organizational support to District leadership and departments. The position assists with accounts payable administration, executive support, purchasing coordination, records management, board support, human resources assistance, and office administration while helping improve organizational efficiency throughout the District.

The Administrative Support Coordinator serves as a central administrative resource, ensuring timely communication, accurate financial documentation, efficient office operations, and exceptional customer service for employees, vendors, Board members, and the public.

 

1. Accounts Payable, Financial & Purchasing Assistance  

• Process vendor invoices, reconcile vendor statements, maintain W-9s, monitor invoice dates, and assist with month-end/year-end processes.
• Maintain vendor information and approved vendor records. 
• Prepare accounts payable batches for review and processing. 
• Coordinate credit card administration, including receipt collection, reconciliation, and supporting documentation. 
• Assist with purchase orders, reimbursements, vendor communications, and procurement documentation. 
• Collect competitive price quotes and purchasing information for District purchases and projects. 
• Assist with bid, proposal, and contract documentation. 
• Track inventory and order supplies, uniforms, equipment and other operational materials. 
• Support budget tracking, spreadsheet updates, financial reporting, and audit preparation. 

2. Executive, Leadership & Board Support  

• Coordinate calendars, meetings, appointments, conference registrations, travel arrangements, lodging, reimbursements, and per diem requests for District leadership. 
• Screen telephone calls, visitors, and general inquiries; respond appropriately or route to the appropriate staff member. 
• Prepare meeting agendas, Board packets, presentations, reports, and supporting documents. 
• Record, transcribe, distribute, and archive meeting minutes, action items, and related records. 
• Draft routine correspondence, reports, memorandums, and follow-up communications. 
• Track executive action items, deadlines, strategic initiatives, and follow-up assignments. 
• Assist with preparation, posting, distribution, and archiving of Board meeting materials. 
• Maintain contract files and monitor contract renewal and expiration dates. 
• Assist with grant and sponsorship documentation, reporting, and administrative recordkeeping. 

3. Administrative Services & Office Management  

• Serve as a central administrative support resource for District departments. 
• Provide administrative support that improves organizational efficiency and allows management staff to focus on strategic priorities. 
• Perform general clerical, organizational, customer service, and office support duties. 
• Monitor office supply inventories and coordinate purchasing of supplies, uniforms, equipment, and operational materials. 
• Develop, organize, digitize, archive, and maintain District records in accordance with records retention requirements. 
• Assist with public records requests and records management procedures. 
• Maintain organizational charts, contact lists, emergency contact information, directories, and reference materials. 

4. Human Resources Support  

• Assist in coordination interview schedules, onboarding meetings, orientations, and applicant communications. 
• Assist in preparation and collection of onboarding documentation, employee packets, uniforms, identification materials, and related documents. 
• Assist in maintaining personnel records and assist with confidential employee documentation. 
• Assist in tracking certifications, licenses, required training, and renewal deadlines. 
• Coordinate employee recognition programs, wellness initiatives, appreciation activities, and staff events. 
• Assist with seasonal employee hiring, volunteer documentation, and administrative HR processes. 

5. Operations, Project & Program Support  

• Assist managers with project coordination, timelines, administrative follow-up, and status tracking. 
• Assist with facility scheduling, shared meeting spaces, and administrative reservations. 
• Assist with maintaining emergency contacts, organizational directories and distribution lists. 
• Support special events, community outreach efforts, District programs, and interdepartmental coordination. 

6. Communication, Technology & Organizational Support  

• Assist with research, drafting, formatting, implementation, organization, and maintenance of District policies, procedures, manuals, administrative documents, and operational forms. 
• Coordinate annual reviews of policies, procedures, manuals, and administrative documents to ensure they remain current and consistent with District practices. 
• Assist with research projects, data collection, benchmarking, and organizational improvement initiatives. 
• Help standardize administrative processes, templates, and workflows across departments. 
• Create and maintain documents using Microsoft Office and other District software. 
• Assist with electronic document management and identify opportunities to improve administrative efficiency through technology and process improvements. 
• Assist with maintaining website content, digital signage, online forms, and public information. 
• Assist with responding to general email inboxes and voicemail systems. 
• Coordinate internal communications and distribute information to District staff. 

Other Duties  

• Provide exceptional customer service to employees, vendors, Board members, community partners, and the public. 
• Maintain confidentiality of sensitive financial, personnel, and District information. 
• Demonstrate professionalism, sound judgment, initiative, and discretion in all assigned responsibilities. 
• Perform other duties as assigned. 

Requirements:

Minimum Qualifications

• High school diploma or GED required.
• 1–2 years of administrative, clerical, office support, customer service, or related experience preferred.
• Proficiency with Microsoft Office, Google Workspace, or similar office software.
• Ability to accurately enter, maintain, and retrieve information from databases, spreadsheets, and electronic filing systems.
• Strong written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and routine administrative tasks.
• Ability to maintain confidentiality and exercise good judgment when handling sensitive information.
• Strong attention to detail and accuracy.
• Ability to work independently while also functioning effectively as part of a team.
• Professional, courteous, and service-oriented approach when interacting with employees, clients, visitors, and community partners.
• Ability to learn and follow organizational policies, procedures, and applicable regulations.
• Reliable attendance and punctuality.
• Preferred Qualifications
• Associate degree or coursework in business administration, office administration, public administration, human services, or a related field.
• Experience working in a nonprofit, community-based, social-service, government, healthcare, or similar environment.
• Experience with scheduling, records management, correspondence, meeting coordination, purchasing, invoicing, or expense tracking.
• Experience maintaining confidential or sensitive records.
• Experience working with databases, case-management systems, or other specialized administrative software.
• Bilingual/multilingual skills, particularly if KOPFC regularly serves clients who speak languages other than English.

Schedule

• Non-Exempt
• Schedule: 20-25 hours weekly
• Flexible part-time schedule; hours to be determined based on organizational needs 

Core Competencies

• Organization & time management
• Attention to detail
• Communication
• Customer service
• Confidentiality & professionalism
• Problem-solving
• Technology proficiency
• Teamwork
• Adaptability
• Follow-through and reliability
• One important distinction

Ability to coordinate multiple administrative functions simultaneously, prioritize competing requests, and communicate effectively with staff at various levels of the organization.

Must have reliable transportation to commute in office daily.