Administrative Coordinator

Administrative Support Specialist

Performs a variety of highly responsible, complex, and confidential administrative support functions. Organizes and oversees the operations and functions of the assigned office. Provides information, assistance, and high-level administrative support to department/division head, assigned staff, and/or the public. Provides high quality customer service. May perform financial duties and minor duties involving accounts payable, accounts receivable, budgets, payroll, and/or grant applications. Handles employee recruiting and onboarding. Coordinates, organizes, and prepares for events. Handles purchasing and ordering. Oversees the operations and functions of assigned office.

Customer Service

• Act as a receptionist and as an initial contact point for all clients and customers of Campbell County Public Works
• Answer phones for Building & Planning, also backup phones for Public Works
• Manage Public Works Public Records Requests

Administrative

• Process incoming and outgoing mail & packages
• Order and track office supplies and office supply budget
• Process payroll
• Receive and track revenue deposits for Building & Planning
• Prepare monthly County Commission Board Update for the Public Works Director
• Prepare monthly revenue report for Building & Planning and monthly Building & Planning historical report
• Complete yearly billing for Wright yearly services agreement
• Assist in financial matters for Public Works to develop, approve and process purchase orders
• Oversee the organization and cleanliness of shared spaces in the public works office
• Complete general filing tasks as needed
• Provide support for all Public Works divisions as may be required.
• Become Knowledgeable and assist with asset management software.

Building Inspection Division

• Serve as Lama Administrator of building permit software; act as frontline for contacting Lama for support and updates
• Be able to Train in the use of the Lama building permit software
• Fix Lama issues as they may arise
• Serve as permit technician to be the first point of contact for the public. Review plans, blueprints, and permit applications to ensure compliance with building codes, zoning regulations, and legal requirements. Assist inspectors, process applications, and provide guidance to applicants on construction requirements
• Process and prepare residential and commercial building permits for Campbell County Building Department
• Schedule inspections for the Building Code Official for Campbell County & the Town of Wright
• Keep and create files for the Wright building, electrical, mechanical and plumbing permits
• Update electrical contractor's license as they expire in Lama for all Electrical Contractors issuing permits in Campbell County
• Input Planning Cases and Zoning Certificates into Lama.

Planning Division

• Become familiar with the zoning process and be able to help the public
• Assist in proofing letters & mailings
• Attend planning commission meetings as may be required and act as the secretary
• Prepare minutes from planning commission meetings

Engineering Division

• Create septic permits in Lama, sign off on inspections and add photos into Lama.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Depending on area of assignment, supervises the work of assigned personnel, including assigning and reviewing work, providing guidance, and conducting performance evaluations.
• Performs a variety of highly responsible, complex, and confidential administrative support functions of the assigned office. Responds to routine letters and general correspondence. Composes, types, and edits correspondence, memoranda, and other documents requiring judgment as to content, accuracy, and completeness.
• Receives and responds to visitors and telephone callers. Answers questions and provides information where judgment, knowledge, and interpretation are utilized. Researches and gathers information to provide accurate answers and information and responds to complaints or refers individual to appropriate source as necessary.
• Types, proofreads, and edits documents, presentation materials, brochures, grant requests, and other materials. Arranges for or distributes copies of material.
• Performs complex bookkeeping duties, including the management and coordination accounts payable, receivable, and billing.
• Orders, receives, inventories, stores, and distributes supplies. Contacts vendors and suppliers as needed. Maintains related records.
• Initiates and maintains a variety of files and records for information related to the assigned department and programs including financial, budget, personnel, operational, and administrative records. Maintains and updates resource materials. Maintains, updates, and tracks fixed assets.
• Maintains calendars of department activities, meetings, and various events. Organizes and prepares agenda and packets for meetings. Takes and transcribes minutes. Arranges for necessary materials to be available at meetings. Coordinates travel arrangements as necessary.
• Research, compiles, and organizes information and data from various sources in order to prepare monthly, annual and/or special reports. Develops, designs, types, and proofs newsletters, brochures, and reports and disseminates information as appropriate.
• Assists in the preparation of annual operating and capital budgets. Collects and organizes budget information from staff. Monitors assigned budget line item. Provides status reports as required.
• Performs related duties as required.

Required Education and Experience:

• High school diploma (or GED equivalent)
• Three (3) to five (5) years of experience as an administrative assistant
• Interest and ability to work as a permit technician with certification supported and encouraged.
• Any equivalent combination of training, education, and experience that provides the required skills, knowledge, and abilities

Required Licenses or Certifications:

• Valid Class C Drivers License

Knowledge of:

• English grammar, spelling, punctuation
• Legal terminology and court procedures
• Principles and practices of basic bookkeeping
• Modern office procedures, methods, and computer equipment
• Principles and practices of recordkeeping
• Advanced secretarial and administrative support techniques
• Grant writing and management
• Principles and practices of fiscal, statistical, and administrative data collection and report preparation
• Policies and procedures of assigned department
• Pertinent Federal, State, and local laws, codes, and regulations
• Principles and practices of employee supervision, as assigned
• Applicable software applications

Skill in:

• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships
• Performing a variety of duties, often changing from one task to another of a different nature
• Performing basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
• Communication, both oral and written
• Customer service

Ability to:

• Meet schedules and deadlines of the work
• Understand and carry out oral and written directions
• Accurately organize and maintain paper documents and electronic files
• Maintain the confidentiality of information and professional boundaries
• Interpret and apply pertinent Federal, State, and local laws, codes, and regulations including administrative and departmental policies and procedures
• Research, compile, and prepare a variety of fiscal, statistical, and administrative reports and/or grants

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• The position is generally sedentary. Employees sit most of the time but may walk or stand for brief periods of time

Campbell County is an Equal Employment Opportunity Employer.