Administrative Support Services Coordinator II

Administrative Support Services Coordinator II

The Administrative Support Services Coordinator II is responsible for ensuring that all administrative functions within the department are completed in an effective and efficient manner.

Essential Duties

• Provide administrative support to Commissioner(s) / Director(s) through scheduling, correspondence, interaction with internal and external contacts, and gathering and disseminating information.
• Manage and administer office.
• Oversee financial monitoring of departmental budget by maintaining orderly and accurate financial records.
• Supervise, train, motivate and monitor support staff, ensuring high morale, reliance and accountability.
• Evaluate and interview applicants for support staff vacancies, make hiring recommendations, and monitor current support staffing levels.
• Produce financial reports and records.
• Make recommendations and provide advice, guidance and assistance to Department regarding policies, practices and procedures.
• Conduct annual performance reviews of support staff.
• Prepare and monitor annual department budget.
• Prepare, produce, distribute and maintain all department reports and records both internal and external for personnel files (FMLA's, attendance), financial (requisitions, vouchers, revenue, expenditures, payroll budget, disburse monies from and maintain petty cash account), contract maintenance and processing.
• Oversee general mailbox on County's web site by responding to inquiries or directing inquiries to appropriate department for response (Commissioners Department Coordinator only).
• Editor: prepare copy and oversee distribution of County employee newsletter (Commissioners Department Coordinator only).
• Perform other duties, tasks and special projects, as required.

Qualifications/Preferred Skills, Knowledge & Experience

• Bachelor's degree from an accredited college or university, five years of job-related experience, or any equivalent combination of education and experience.
• Ability to interface effectively with all levels of county management.
• General understanding of human resource guidelines (FMLA, FLSA, employment guidelines, etc.).
• Excellent organizational and time management skills.
• Accurate and detail-oriented with strong verbal and written communication skills.
• Knowledge and skill with standard office equipment (fax, copier, calculator, etc.).
• Exhibits sound and accurate judgment and a willingness to make decisions.
• Ability to establish priorities and remain focused on daily operations.
• Easily adapts to changes in the work environment.
• Ability to use voice mail, copier and fax equipment and general office equipment
• Able to troubleshoot daily issues that may occur.
• Exhibits objectivity and openness to others' views.
• Ability to work independently or as part of a team and proceed with objectives.
• Ability to handle and resolve recurring problems.
• Ability to follow office protocols and resolve recurring problems.
• Strong interpersonal and customer service skills.
• Ability to use common sense understanding to carry out verbal or written instructions.
• Flexible, with an ability to carry multiple tasks to completion.
• Ability to work effectively with people from diverse backgrounds.
• Professionalism, integrity, and honesty with an ability to handle confidential matters.

Preferred Skills, Knowledge & Experience:

• Bachelor's degree from an accredited college or university in Business Administration or Management.
• Six or more years of job-related experience including three or more years of office management and supervisory experience.
• Accounting knowledge and experience with payroll, accounts payable, receivables and budgets.
• Knowledge of county government, departments and agencies.
• Strong knowledge of policies and procedures used by Chester County Courts.
• Knowledge and understanding of County of Chester policies and procedures

Additional Information

Relevant background checks, clearances, physicals, drug tests, and any other assessments or evaluations will be conducted after an offer of employment is given per County policy. Computer Skills: To perform this job successfully, an individual should have:

• Advanced Office Suite Skills, (Word, Excel, Access, PowerPoint, and Explorer)
• Intermediate Outlook skills (Email and Calendar)
• Intermediate knowledge and skill with PeopleSoft applications (Financials and HRMS) or the ability to learn PeopleSoft

Physical Demands: While performing the duties of this position, the employee is frequently required to sit, walk, stand, climb stairs, work office equipment, and talk or hear. Occasionally, the employee will need to reach above shoulder height, kneel, stoop, crouch or squat, bend at the waist while working; and drive a vehicle to and from different locations. On rare occasions, the employee will need to lift items. There are no specific vision requirements listed for this position.

Work Environment:

• The noise level in the work environment is usually quiet.
• Will work inside 95% of the time.
• Will need to drive to and from different locations (attendance at meetings or delivery of job-related materials) approximately 5% of the time.

Other:

• A valid driver's license is required.
• Ability to work extended hours, as necessary.

Chester County of Pennsylvania