Administrative Coordinator

Administrative Coordinator

Work. Serve. Thrive. With the City of Durham Advance in your career while making a real difference in the community you serve. Hiring Range: $64,507 - $71,116/ Annual Hours: Monday - Friday, 8:00 AM - 5:00 PM

The City of Durham's Audit Services Department is seeking a highly organized, detail-oriented Administrative Coordinator to support the department's audit, investigative and training functions. In this role, you'll coordinate essential administrative operations, support high-visibility projects, maintain departmental records, and contribute directly to strengthening accountability and transparency across City operations.

Duties/Responsibilities

Administrative Support

• Provide administrative support to the Director, including calendar management, meeting coordination, and preparing professional documents and correspondence.
• Serve as the department's primary administrative point of contact, ensuring timely and professional communication with staff, City leadership, and external stakeholders.
• Support departmental purchasing and fiscal activities by managing acquisitions, tracking purchases, coding invoices, and reconciling transactions.
• Coordinate departmental event logistics, including securing meeting space, arranging speakers, distributing materials and preparing announcements.
• Maintain records, including continuing professional education (CPE) documentation, Ethics Training attendance rosters, and audit-related materials compiled at the direction of audit staff.

Reporting and Quality Management Support

• Assist in preparing major deliverables, including the annual audit report and quarterly audit recommendation and follow-up reports.
• Review and format departmental reports and materials for grammar, readability, consistency, and ADA compliance.
• Ensure accurate, timely upload of finalized audit reports and maintain documentation across internal systems and webpages.
• Maintain and periodically update departmental templates, manuals, and related administrative materials.

ASOC Meeting Support and City Council Agenda Coordination

• Support the Audit Services Oversight Committee (ASOC) meetings by preparing and distributing materials, recording attendance, and taking meeting minutes.
• Coordinate ASOC meeting logistics, including developing the annual meeting calendar and ensuring alignment across leadership and staff schedules.
• Coordinate the department's City Council agenda submissions by drafting transmittals, entering items into the agenda management system, and tracking submission deadlines.
• Serve as a liaison to the City Manager's Office and City Clerk's Office on agenda workflows, revisions, and approvals steps, ensuring submissions meet City standards.

Minimum Qualifications & Experience

• Associate's degree in business or related field.
• Three (3) years of advanced administrative support experience.

Additional Preferred Skills

• Advanced proficiency with Microsoft Office applications.
• Strong meeting support capabilities, including preparing materials and meeting minutes.
• Experience with purchasing and fiscal support tasks

ADA AND OTHER REQUIREMENTS Sedentary Work: Sedentary work involves sitting much of the time. Walking and standing are required occasionally. Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects including the human body. Requires occasional reaching, standing, walking, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions.

Working Conditions: Work is routinely performed in an indoor, office environment.

OTHER REQUIRED QUALIFICATIONS Strong writing, editing, and proofreading skills for preparing clear, accurate, and professional reports, presentations, and departmental documents. Ability to maintain confidentiality and exercise discretion when handling sensitive or high visibility information. Proficiency in organizing and maintaining records, coordinating workflows, and managing multiple deadlines.