Office Coordinator

Job Title

Recruitment Range: $56,638.40 - $65,837.20 annually, depending on knowledge and experience.

Qualifications

Education and Experience:

• Graduation from an accredited college or university with a Bachelor's Degree in business administration, public administration, accounting, or related field;
• and four (4) years of experience in office management, three (3) of which must have been in a supervisory capacity or working title of operations coordinator or comparable classification with the City of Pensacola.

Licenses or Certifications:

• Possession of an appropriate Florida State license for equipment operated and any license, training, or certification required by law or regulation to complete assigned tasks.

Special Requirements:

• None.

Job Summary

An employee in this class plans, directs, evaluates, and coordinates the work of assigned staff, where applicable. Work involves the application of professional and administrative knowledge. General direction is usually received from a director/administrator. Depending on the specific position assignment and organizational structure, supervision may be exercised over nonprofessional employees within designated departments or divisions. Work is evaluated through review of results attained.

Essential Job Functions

• Hires, trains, supervises, disciplines, and manages assigned staff and related functions (when applicable based on department), such as planning, organizing, evaluating, and overseeing the work of assigned staff, consistent with designated departmental responsibilities and organizational structure.
• Organizes, coordinates, and administers specialized departmental programs and activities requiring high-level technical administrative support and domain-specific knowledge.
• Initiates, processes, and prepares confidential payroll and timekeeping records; reviews specialized paperwork and attendance data to ensure accuracy and maintains comprehensive personnel administrative files.
• Serves as the primary point of contact to internal City departments and external regulatory agencies.
• Responds to telephone, email, written, and in-person inquiries from the public, internal staff, and outside parties, applying knowledge of departmental policies and procedures to resolve routine and complex requests.
• Receives, logs, prioritizes, and fulfills departmental Public Records Requests in compliance with legal standards; calculates and collects applicable funds, issuing official receipts.
• Independently drafts, composes, and prepares formal business correspondence, memos, charts, technical specifications, and executive reports while maintaining strict confidentiality on sensitive labor relations and administrative matters.
• Organizes, monitors, and maintains inventory levels for office supplies, materials, and equipment; tracks equipment condition and initiates maintenance, service, or repairs as needed.
• Assists leadership with budget preparation by researching cost estimates, preparing budget recommendations, tracking revenues and operational expenditures, and generating financial reports.
• Performs other related duties as assigned.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Knowledge, Skills and Abilities:

• Knowledge of bookkeeping, accounting guidelines, standard office procedures, terminology, and best practices to include detailed application of defined applied industry methodologies as needed to oversee and complete work of assigned functional areas.
• Knowledge of Federal, State, and City laws, rules, regulations, and policies as needed to ensure compliance with established mandates associated with assigned functional area(s).
• Knowledge of supervisory techniques and best practice as need to properly provide feedback, assign and evaluate work, complete performance evaluations as well as identify appropriate opportunities for employee praise and discipline.
• Knowledge of budgeting best practices as need to help manage, oversee, and forecast present and future budgetary needs for assigned functional areas as well as maintaining proper related documentation as required by laws, ordinances, and polices
• Knowledge of effective communication techniques as needed to communicate with audiences from a variety of different backgrounds to include dealing with difficult people as well as other communication techniques used to calm escalated matters.
• Ability to independently make sound judgements and recommendations based on objective observations and analysis as needed to effectively oversee and coordinate assigned functional areas.
• Ability to recognize if/when a decision can be made or if it should be escalated to a higher level manager for input.
• Ability to plan, organize, direct, evaluate, and oversee the work of multiple employees in the completion of various tasks of assigned functional areas.
• Ability to draft correspondence on behalf of assigned department/division to include both formal and informal communication instruments for use with both internal and external customers.
• Ability to establish and maintain effective working relationships with associates and the general public.

Physical Demands:

While performing the duties of this job, the employee is regularly required to use hands and fingers to hold or feel, reach with hands and arms, walk, talk and hear. The employee is occasionally required to stand, sit, climb, balance, stoop, and crouch. Specific vision abilities include near distance, far distance, color, peripheral vision, and depth perception.

Work Environment:

The noise level in the work environment is usually moderate. Some jobs may require an employee to be exposed to outside weather conditions, wet and/or humid conditions.

The City of Pensacola has the right to revise this job description at any time. This description does not represent in any way a contract of employment. The City of Pensacola provides equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, ancestry, national origin, citizenship, sex or gender (including pregnancy, childbirth, and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, religion, age, disability, genetic information, service in the military, or any other characteristic protected by applicable federal, state, or local laws and ordinances. Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training.