Administrative Coordinator

Administrative Coordinator

At the City of High Point, we celebrate the creator in everyone. Building on our rich cultural history steeped in industrialism and innovation, our employees seek not only to transform themselves, but the world around us. We are collaborators, we are makers, we are visionaries. We invite you to explore the many opportunities to serve our community, by sharing your talents, skills, and expertise. You'll join a diverse team of over 1300 individuals dedicated not just to making a career, but a difference; because what we create in High Point, changes the world!

The Administrative Coordinator performs responsible, skilled clerical and routine administrative work under the direct supervision of the WS Mains Superintendent. This position requires knowledge of office and work unit policies and procedures and is tasked with preparation of documents and reports, assisting internal and external customers and other office work such as maintaining files, mail distribution and photocopying.

Essential tasks and responsibilities include:

• Greets and provides initial assistance to walk-in visitors and telephone customers;
• Answers in-coming telephone calls using best customer service practices, provides information, assist with customer needs, and/or routes calls to appropriate personnel;
• Oversees and processes paperwork and payments of departmental expenditures in accordance with established accounts payable policies and procedures;
• Assist in processing division procurement purchases in accordance with established purchasing policies and procedures, generate requisitions, purchase orders, voucher, reports using various specialized formats and forms;
• Reconciles procurement card statements;
• Processes division payroll, checks time sheets, leave forms, enters information gathered into Workday;
• Prepares personnel action forms for increases, transfers, terminations, and other forms including changes of address and telephones, coordinates, prepares and processes paperwork for personnel vacancies and related hiring correspondence, maintains department personnel records;
• Enters information into data bases, spreadsheets or word process software as needed;
• Makes travel arrangements, reservations and registrations for conferences and seminars, prepares travel advance authorization forms and completes expense reports upon return from trip and sends travel expense forms through Workday.
• Trains employees in office equipment as necessary;
• Schedules and coordinates meetings at the request of the superintendent;
• Research and compiles information for reports and projects;
• Assists in the creation of presentations;
• Oversees the maintenance of office files including sorting, indexing, and alphabetizing;
• Participates in special projects and other duties as assigned by the Superintendent;
• Benefits Liaison for employees;
• Serves as Notary Public as needed;
• Performs other clerical and administrative task as assigned, assist Director and staff as needed;
• Ensures that all work is performed in accordance with OSHA and City Safety Standards and policies.

Required qualifications:

• (2) years of administrative work experience
• Must have intermediate experience in Microsoft Office Suite (Word, Excel, Outlook, Publisher, PowerPoint) and the ability to learn new software quickly including web-based applications.
• High School Diploma or GED equivalent
• Must be able to maintain all information in a confidential manner
• Must be highly detail oriented and project a professional manner

Preferred:

• Three or more years of office, clerical and/or administrative work
• Bachelor's degree in business administration or related field
• Experience with Workday, Cityworks, and Cayenta

Physical requirements:

• Hearing/Speaking - Expressing and/or receiving information by means of spoken word are both necessary to converse with internal and external customers including co-workers, citizens and applicants.
• Acuity, far – clarity of vision at 20 feet or more. Must be able to see from a distance when administering and observing employment tests, operating a motor vehicle or addressing an audience.
• Visual Abilities – the ability to perceive via eyesight is required for this position: administering and observing employment tests, operating a motor vehicle or addressing an audience.
• Acuity, near – clarity of vision at 20 inches or less. Must be able to see work-related business documents close at hand.
• Depth perception – Three-dimensional vision and the ability to judge distance and space relationships.
• Field of Vision – the area that can be seen up and down or to the right or left while eyes are focused on one point. Must be able to see a wide span of area.
• • Accommodation – Must be able to adjust the eye lens to glance quickly.
• Physical Strength – degree of physical demands typically associated with this position include: Exerting up to 20 pounds of force occasionally; and/or Exerting up to 10 pounds of force frequently; and A negligible amount of force constantly to handle or move materials related to the position
• Reaching - Extending the hand(s) or arm(s) in any direction.
• Handling - Seizing, holding, grasping, turning, or otherwise working with hand(s).
• Fingering - Picking, pinching or otherwise working with fingers primarily rather than the entire hand or arm.

Mental activity/requirements reasoning:

• Ability to apply principles of logical thinking combined with knowledge of principles and practices of public service work tasks and handle practical situations, comprehend and respond to a variety of situations in a timely fashion and exercise good judgment.

Mathematics ability:

Using arithmetic and/or statistics: Ability to direct and oversee the use of arithmetic and/or statistics in the preparation of a variety of tests and reports.

Language ability:

• The ability to speak, read and write the English Language are required for this position.

Environmental conditions:

• Physical Surroundings
• The Administrative Coordinator will work primarily indoors.

Hazards:

• None

Machinery/tools/work aids/other equipment:

• Computer, word processors, fax machine, copy machine, laser printer, calculator, and other office supplies regularly available.

The work location of this job will be 816 E Green Dr High Point, North Carolina.