Administrative Coordinator - City

Administrative Coordinator

This Administrative Coordinator position is located in the Housing and Community Development Division of the Planning Department. The position will provide specialized administrative and clerical support to the Homelessness Section.

This position is located in the Community Development Division of the Planning Department within City of Oklahoma City and usually reports to a section or division head. An employee of this classification is responsible for providing standard research and analytical support by evaluating previously identified problems, developing alternatives, and making written and verbal recommendations for program, policy, and procedural changes based on independently conducted operational assessments. A variety of administrative duties in support of work activities are performed, such as budget preparation, goals and objectives development, staff report writing, and some special studies including feasibility, time, cost, and costing-benefit analyses. Knowledge of specialized functional responsibilities of the assigned work unit may be required prior to assuming the position. Essential job functions include: coordinating and supervising activities of administrative and clerical staff; reviewing documents for accuracy, completion, and timeliness; implementing special projects, programs or policy-related functions; performing tasks specific to the assigned department, program area or office function, such as processing specialized business forms and documents, completing payroll or purchasing functions, initiating personnel actions, and interpreting or categorizing codes. An Administrative Coordinator may design and coordinate large projects and functions by determining work procedures and personnel requirements, assigning work tasks, leading and instructing others, assists in establishing and/or interpreting policy, and making administrative decisions. The job requires frequent contact with other City personnel, outside organizations, and citizens in order to exchange information related to work activities, policies, and procedures. The employee must use independent judgment and discretion regarding information exchange and/or activities of the work unit that may be confidential in nature. Assignments are both general and specific in nature and may be received in verbal and written form. Information exchanges are made in support of well-defined administrative or operational policies or procedures.

Honorably discharged veterans of the United States Active Duty Armed Forces, National Guard, and Reserve Forces who are not currently employed full-time by the City of Oklahoma City and who meet the qualifications for the position shall be given preference. To receive preference, veterans must submit verification of honorable discharge from the United States military service (Department of Defense Form DD214 or NGB Form 22) prior to the closing date of the vacancy announcement.

Knowledge of and skill in utilizing basic research principles and practices.

Knowledge of and skill in utilizing various word processing and spreadsheet software packages.

Skill in verbal and written communication, using tact and diplomacy.

Skill in supervising and coordinating activities of assigned staff.

Ability to apply a general knowledge of business and/or public administration principles and practices to work performed.

Ability to organize and assess large quantities of information and/or data.

Ability to utilize standard municipal budgetary principles and procedures.

Ability to prepare and present narrative and statistical reports with clarity and accuracy.

Ability to use logical thinking to solve practical problems.

Ability to work independently.

Ability to travel.

Ability and willingness to recommend program changes based on operational assessments.

Willingness to assume responsibility for confidential material and information.

Proven experience with City or governmental purchasing policies and procedures.

Proven experience with financials, including purchases and accounts payable processes.

Proven experience working with federal grant programs.

Minimum two years' experience with financial record keeping and reporting.

Proficiency in Microsoft Word, Excel, and Access applications.

Primarily inside in a climate-controlled environment.

Subject to sitting, standing, walking, or using a telephone for extended periods of time.

Subject to continuous exposure to light and glare from a computer monitor.

Subject to local travel on an occasional basis.

Arm and hand steadiness and manual finger dexterity enough to use standard office equipment such as a computer keyboard, ten-key, telephone or fax machine.

Near vision enough to read and draft written and machine generated communications, such as standard records, reports, computer printouts, etc.

Hearing and speech enough to communicate in person and by telephone.

City employees are required to receive pay electronically, either via direct deposit or pay card.

If this position is open to external applicants and you are a former employee, you must be eligible for rehire to participate in any selection process. If you are unsure of your rehire status, please contact the Human Resources Department at View phone number on click.appcast.io. If your rehire status has been coded "Not Eligible," "Eligible 3," or "Conditional," you will need to request a review of your rehire status through the Human Resources Department's Employee and Labor Relations Division.

Upon a conditional offer of employment/acceptance of position, the City of Oklahoma City will conduct a criminal history background check for external applicants. Applicants will be provided contact information for any third-party reporting agencies used to collect background information in connection with conditional offers of employment.

If the position accepted includes a driver license (commercial or non-commercial) Job Requirement, the City of Oklahoma City will obtain a Motor Vehicle Report for internal and external applicants.

If the position accepted is safety sensitive and/or a driving position, internal and external applicants will be provided a copy of the City of Oklahoma City's Drug and Alcohol Testing Policy prior to being directed for a drug test. A copy is also available at the link below:

HRB 25-01 Drug and Alcohol Testing Procedure

If the position accepted is cyber security sensitive, internal and external applicants will be subject to a Criminal Justice Information Services (CJIS) Interstate Identification Index (III) Fingerprint Background check. Additionally, employees in this job classification must complete Level 4 Security Awareness Training and pass an online certification test.

If the position accepted includes a lift/push/pull/carry Physical Requirement of 25 pounds and greater, internal and external applicants will be directed for a physical examination.

The City of Oklahoma City will not discriminate against any applicant or employee because of race, color, religion, sex (including pregnancy, actual or perceived sexual orientation, and gender identity and/or expression), national origin, age, disability (mental or physical) and genetic information (including family medical history).