Administrative Coordinator

Position Description

Work. Serve. Thrive. With the City of Durham Advance in your career while making a real difference in the community you serve. Hiring Range: $63,242 - $98,103 Hours: 8:00 a.m. -5:00 p.m.

The City-County Inspections Department helps Durham achieve its vision for a superior built environment by facilitating our customers' achievements. We strive to continually exceed customer service expectations while being a resource for N.C. code compliance success. This takes highly qualified staff with a passion for working in partnership and service with the community. If delivering quality customer service while advancing professionally interests you, join our team!

Position devoted to providing clerical and/or office support activities for city functions and staff. Incumbents assigned to this class perform complex and advanced administrative support for the City's top executives; perform paraprofessional management analysis work; or supervise an administrative support unit of non-exempt employees. Decision-making involves the coordination of transactions and processes at the highest level of standard operating tasks, including providing direction to lower-level staff in the execution of operational tasks and review and verification of work.

An incumbent is responsible for budget coordination; basic analysis; logistical support for politically sensitive and high-visibility programs; basic research, compiling data and formulating preliminary recommendations; creating reports; coordinating workflow; and developing, proposing and implementing operational policies and procedures. Work involves outreach and collaboration with all levels of the organization as well as outside agencies, citizens and elected officials.

Duties/Responsibilities

• Coordinates department fiscal activities that may include budget development and budget administration; compiles data and performs basic analyses; and coordinates contract processing/administration and/or procurement activities.

• Conducts basic research, maintains statistics, performs basic analysis and/or statistical calculations and formulates preliminary recommendations.

• As assigned, serves as a lead worker, assigning work and monitoring work completion or serves as a supervisor including conducting performance evaluations, coordinating training, and implementing hiring, discipline and termination procedures.

• Provides logistical support for politically sensitive and high-visibility programs and events, including programs and events involving the city council; serves as escalation point for resolving customer services issues/inquiries; ensures follow up communication and quality assurance.

• Gathers and compiles data; extracts information from data systems; drafts reports from others notes or own research; prepares documents, reports, presentations, confidential correspondence and policy/procedure manuals.

• Serves as lead user for specialized databases and software systems; participates in database and/or software testing; coordinates workflow and implements improvements to processes.

• Provides general administrative support to the city's top executives including receiving and processing calls, visitors and correspondence; calendaring; records management; customer service; mail processing; quality assurance and follow-up.

• Performs other duties of a similar nature and level as assigned.

Minimum Qualifications & Experience

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

Additional Preferred Skills

• Some assignments may prefer a North Carolina Public Notary registration.
• Experience assisting with or managing a budget and processing financial transactions.
• Proficiency with Microsoft Excel.
• Experience with MUNIS and/or Oracle in a professional setting.

Benefits – General Full-Time Employees

• 12-13 paid holidays per year
• 13 standard work days of vacation per year
• 13 standard work days of sick leave per year, which accumulates indefinitely; sick leave may be used toward early retirement
• 2 weeks paid military leave per year
• Medical, dental, vision, and supplemental life insurance plans
• State and City retirement plans
• Short and long term disability plans
• Paid temporary disability leave for specified conditions
• City contribution of 13.6% into the N.C. State Retirement System
• Paid funeral leave
• Employee Assistance Program - personal and family counseling
• Paid life insurance equal to annual salary
• 48 hours for volunteer work each year*
• 4 hours parental leave each year
• Workman's Compensation Insurance
• 457 Deferred Compensation Plans

• 401(k) retirement plan (5.0% of salary)
• State retirement plan

• 401(k) retirement plan (5.0% of salary)
• State retirement plan effective first day of the month following date of hire
• Health insurance effective first day of the month following date of hire
• Dental and life insurance, after one year of service
• Pro-rated vacation, pro-rated sick, pro-rated floating holiday, parttime holiday pay (based on scheduled hours for that day) after one year of service