Administrative Coordinator

Under general direction, performs a wide variety of complex administrative, analytical, and technical duties in connection with the day-to-day administration and operation of department projects and programs. This position requires experience and the necessary skills to oversee and manage special projects, administer budgets and personnel records (coordinating employee benefits and leave, insurance, worker’s compensation) technical research and provide support and assistance to staff as assigned. Ensures proper information flow and communications between the department, other city departments, and the public. Also, responsible for coordinating arrangements for meetings and functions; assumes and performs related duties as required. Essential Duties Manage mail, phone calls, and visitors ascertaining urgency of issues, addressing those issues, and/or routing to the appropriate Department staff member for proper response and follow-up. Schedule and coordinate appointments, conferences, meetings, training, special events, maintain appointment calendar and make travel arrangements. Track a variety of matters referred by the public, staff, City Manager, and City Council and ensure that responses and deadlines are met. Responsible for creating and formatting a variety of written work products, including letters, staff reports, analytical reports, requests for proposals, agreements, ordinances, resolutions, memorandums, summaries, presentations, and other reports. Edit, proofread, and correct written materials to ensure correct format, spelling, punctuation, syntax, and grammar. Compose and maintain confidential correspondence. Attend meetings as assigned and prepare corresponding minutes by specific deadlines provided. Provide supervision and lead direction to clerical staff including organizing and assigning work, and training. Monitors and controls specific operations; participate in the coordination and planning of department events. Assist in the response to public records requests, public inquiries, and internal requests for information. Ensure staff is providing excellent customer service to the public at the front counter and via telephone and ensure that the customer is assisted in a timely and courteous manner. Contacts individuals and/or agencies to resolve problems, obtain information, and gather data. Update or create forms, pamphlets, or checklists to assist applicants, the public, and staff. Process, maintain and monitor the department agreements, budget, purchase orders, credit card expenses, membership renewals, and ensure that invoices are processed timely. Make purchases and maintain Department supply inventory. Maintain all department files and records as required in an organized and useful manner including scanning of current and past documents for records management. Responsible for accounts payable functions, as assigned. Conducts surveys and special studies of programs and prepares reports recommending alternative courses of action for policy approval. Work with and maintain various confidential records including personnel records, correspondence, and information, and be responsible for protecting and maintaining the confidentiality of this information. Prepare comprehensive reports, assist in compiling information required for annual budget requests, and recommend expenditure requests for designated accounts. Prepare purchase requisitions and process accordingly. Review, code and ensure the accuracy of all invoices submitted for payment per the City’s accounts payable procedures. Review Department timesheets and ensure proper data entry into the system accordingly. May provide clerical assistance to staff involved in departmental hiring activities. Respond to e-mails, open and evaluate mail, set, prepare for meetings and assist with other support as assigned. May develop scopes of work, Request for Proposals, Request Quotes for professional services; coordinate with other departments regarding appropriate process and procedures; and obtains and secures appropriate permits and governing board approvals for projects. Plans, schedules, and coordinates the progress and execution of plans, projects, and activities initiated by the Director or their designee, which may include providing assistance to other departments. Performs routine and complex clerical and technical work and confidential support duties for a Department Head and other executive management. Schedules and arranges appointments, meetings, and travel plans for Department Head and other staff members.Assists Department Head with various time management issues. Attends department staff meetings and arranges, sets up, and attends other meetings, as required. Prepares agendas, minutes, packets and presentations for meetings. Assist in managing the day-to-day office operations. Assist in filing, scanning, copying, and office organization as necessary. Makes recommendations to Department Head regarding office administration. Perform related duties as assigned. Organizational Responsibilities This position reports directly to the Department Head, or their designee and is generally responsible for specialized, complex administrative duties including budget administration, personnel matters, project management, and the coordination of major ongoing activities or programs. Positions may also be assigned supervisory responsibilities over designated departmental tasks or divisions and supervise staff in those divisions. Education and Experience Bachelor's Degree PLUS two (2) years progressively responsible experience in administrative, program outcome, budget, finance and/or analyses, research and statistical procedures, program administration including budgetary control; or a minimum of six (6) years combined advanced education, training and progressively responsible work experience in administrative support experience related to duties listed above; Recent experience providing complex clerical and technical support to a Department Head or Division Head is desirable. Experience in making travel arrangements and event planning is particularly desirable. A high level of professionalism and confidentiality is required. Bilingual in Spanish is desired. Knowledge and Abilities Office support practices; customer service techniques; safety procedures and practices; time management; conflict resolution; communications and public relations practices. Supervisory techniques; leadership techniques; work organization planning methods. Telephone etiquette and principles of effective public relations. General methods of budget preparation and financial record keeping. Modern office equipment and software applications including Microsoft Office and database applications. Advanced principles and methods of businesses correspondence and report preparation. Organization, procedures, and operating details of the department, division, or office to which assigned. English usage, spelling, grammar, syntax, and punctuation. Principals of supervision, training, and performance evaluation. Act independently and resourcefully in meeting new problems to compose letters, resolutions, testimonials, reports, and other written materials using initiative and judgment without supervision. Handle public complaints tactfully. Skills Minimum typing skill of 50 NWPM (net words per minute). Strong Microsoft Office, Word, Excel, PowerPoint, and financial and resource management tools. Bilingual ability is desirable. Reading, writing, and communicating at an appropriate level. Physical Demands and Working Conditions Work is performed in a busy office environment with frequent interruptions. Office work requires sitting for prolonged periods of time and using a computer keyboard and screen. Physical demands include talking, listening, standing, kneeling, bending, twisting, reaching, and grasping in the performance of duties. Fieldwork requires driving, sitting, standing, and walking. Licenses and Certifications Must possess a valid Class C California Driver's License and must be maintained throughout the course of employment. City employees are registered with the Department of Motor Vehicles, Employee Pull Notice Program. Special Conditions Statement of Economic Interest required. Must be able to pass a job-related medical examination that includes drug and alcohol testing. Employment is subject to background checks and verifications. Other conditions may apply depending on department assignment. Testing Process Minimum Qualification Screening - Pass/Fail Supplemental Questions - Pass/Fail Project - 30% of total score Oral Interview - 70% of total score *Testing process is subject to change Candidates must pass all examinations to be placed on the eligible list. Possession of minimum qualifications does not guarantee an invitation to the next step in the selection process. All candidate materials will be carefully evaluated and only those considered best qualified will be invited to the next step in the selection process. #J-18808-Ljbffr