Administrative Coordinator - Community Engagement

Job Description

Job Description

SUMMARY:

Under direct supervision from the Community Engagement Director, contributes to the efficient daily operation of the Community Engagement department by performing a variety of administrative duties in accordance with the established policies and procedures of Lea County. Maintains professionalism in all interactions with internal and external customers.

ESSENTIAL DUTIES:

• Provides administrative and clerical support to the Community Engagement Department.
• Manages Community Engagement Director's calendars, schedules appointments and conferences.
• Assists with County website maintenance, upkeep, and postings.
• Assists with the County's social media platforms as directed by Community Engagement Manager.
• Assists with press releases, grant preparation, monthly newsletters, monthly reports, and other publications
• Develops and drafts correspondence, memorandums, and other official documents.
• Assists with preparation of Community Engagement documents for meetings, events, etc.
• Assists with county advertisements.
• Coordinates video conferencing and virtual meetings.
• Attends meetings, takes notes, and prepares minutes as needed.
• Perform as Notary as required.
• Assists special events, special projects and initiatives as directed by Community Engagement Director.
• Assists employee events, special projects and initiatives as directed by Community Engagement Director
• Assists with processing purchase requests and monitoring budget.
• Facilitates training in processes and systems.
• Establishes and maintains effective filing and retrieval system of departmental information.
• Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department.
• Greets internal and external customers and visitors, determines nature of business, answers questions, and directs to appropriate personnel.
• Screens incoming calls and correspondence; exercises judgment and responds accordingly.
• Responds to questions and requests for information in a professional and timely manner.
• Arranges travel; prepares and submits travel-related documents; and maintains travel information as necessary.
• Receives, sorts, logs, and routes mail.
• Orders office supplies as necessary.
• Establishes and maintains an effective system of communication within the department and builds and fosters effective working relationships with others.
• Complies with all property and department policies and procedures.
• Maintains strict confidentiality of all information processed through the department including records, reports, documents, conversations, etc.
• Contributes to a team effort and accomplishes related results as required.
• Performs other duties as assigned.

The duties of this position are not limited to those set forth above. The incumbent will perform such functions, duties and assignments as directed by supervisor and consistent with ability, background and expertise.

MINIMUM QUALIFICATIONS:

• High school diploma/GED.
• One (1) years' experience in an office, administrative, or related environment.
• Must obtain and maintain Notary certification.
• A combination of relevant education and related work experience may be considered.
• Valid driver's license is required when operating a vehicle for work-related purposes.
• Must successfully complete pre-employment requirements including a background check and drug/alcohol screening.

Knowledge, Skills, and Abilities :

Knowledge of:

• Goals, objectives, functions, policies, and procedures of Lea County.
• Website and Social Media
• Records management practices.
• Inventory management.
• Bookkeeping procedures
• Modern office functions, procedures, and equipment.

Skill in:

• Operating various word-processing, spreadsheets, database software programs, and industry-related applications in a Windows environment.
• Reading, reviewing, preparing, and analyzing operational reports, contracts, minutes, resolutions, ordinances, and other business-related documents.
• Analyzing problems, projecting consequences, identifying solutions, and implementing recommendations.
• Training assigned staff.
• Correct English usage, grammar, spelling, and punctuation.
• Exceptional customer service.

Ability to:

• Perform essential duties and adapt to working conditions.
• Maintain strict confidentiality.
• Communicate efficiently and effectively both verbally and in writing, individually and in meetings.
• Establish and maintain professional relationships with individuals of varying social and cultural backgrounds including the public and co-workers at all levels of the organization.
• Understand and follow verbal and written instructions.
• Adapt to varying conditions, analyze situations, and adopt appropriate courses of action.
• Demonstrate professionalism at all times and demonstrate sensitivity in tenuous situations.
• Handle multiple tasks and meet deadlines.
• Work independently with minimal supervision, as well as cooperatively in group/team settings.