Administrative Support Coordinator

Job Title: Administrative Support Coordinator

City of Horn Lake – Executive/Finance Department

Job Description – Administrative Support Coordinator

Purpose of the Position

The Administrative Support Coordinator provides high-level administrative assistance to the Mayor; City Administer and supports the daily operations of the administrative team. This position plays a key role in ensuring efficient office functions, effective communication, and coordination across departments.

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the class.

Major Duties and Responsibilities

Conduct administrative duties for the Mayor, CAO & Administration staff.

• Provide high-level administrative support to multiple departments.
• Ability to manage the administrative work, coordinating calendars, scheduling meetings and preparing documents.
• Track and follow-up on action items
• Serve as a central point of contact for internal staff, external and community members seeking information or assistance.
• Composes correspondence, complex reports, and other communications as needed.
• Organize daily work routine with time management
• Prepare minutes of each board meeting when required
• May assist and/or prepare board agenda items, as well as board packets.
• Answer and direct calls
• Interacts with the public, City departments, and others to obtain and provide information and assistance in a variety of circumstances.
• Addresses and assists in resolving citizen issues
• Make travel arrangements, maintain appointments schedules and calendars and arrange meetings and conferences.
• Answer and address requests of the Mayor
• Maintain the Mayor’s schedule
• Crosstrain with various duties including, but not limited to accounts payable, accounts receivable, general billing and others as assigned.
• Serve as backup as needed in the administrative department
• Work collaboratively with Public Works Department as requested and with managing paperwork and organization of department.

Perform other duties as directed

Job Context

The Administrative Support Coordinator is a full-time position in the Executive/Finance Department. The immediate supervisor for this position is the Mayor and CAO/City Clerk. The person in this position is supervised daily and has no supervisory authority. The Administrative Support Coordinator works regular hours year- round. The person in this position is never on call. This position works indoors 95% of the time while working the remaining 5% outdoors on community projects. The Administrative Support Specialist must stay abreast of trends and changes with governmental accounting and best practices.

There is no exposure to chemicals and/or hazardous materials. The person in this position must maintain a valid driver’s license. This position requires a high school diploma or GED. It is preferred that the incumbent has a minimum of two (2) years of experience. The stress level associated with this position varies with activities. Physical work involved within this position includes, but is not limited to, lifting file boxes, climbing stairs, typing, and sitting for long periods.

Knowledge, Skills and Abilities

Knowledge

• Exceptional organizational skills and the ability to manage multiple priorities with deadlines.
• Local media and community groups
• General city operations and information
• Proper grammar and use of English in speaking and writing
• Federal and state statutes and city ordinances concerning the work of the department
• Mathematical skills, including addition, subtraction, division and multiplication
• General functions and operations of municipal government
• Responsiveness to short-notice requirements

Skills and Abilities

• Be able to diligently handle disgruntled citizens
• Accurate typing and data entry using a personal computer
• Use various pieces of office equipment; including Microsoft Office software
• Microsoft Office products such as: Word, Excel, PowerPoint
• Ability to work independently while fostering a collaborative environment.
• Work as a team member with other employees
• Meet specified or required deadlines
• Ability to use logic to understand, analyze, and evaluate situations and exercise good judgement
• Make decisions within specified time restraints
• Communicate effectively with residents, elected officials, other employees, etc., both written and oral
• Maintain confidentiality
• Work autonomously as needed
• Handle multiple tasks simultaneously with frequent interruptions
• Deal with others in professional manner
• Maintain professional composure in difficult or stressful situations
• Follow departmental and city policies and procedures

FLSA: Non-Exempt

REPORTS TO: Mayor, City Administrator

SUPERVISES: N/A

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Characteristics described in this job description are representative of those an employee encounters while performing this job. Reasonable accommodation may be made to enable individuals with disabilities to perform them.

• 3101 Goodman Rd., W. Horn Lake, MS 38637