Administrative Coordinator

Job Title

This position is within the Parks and Recreation Department.

Job Description

The primary objectives of the position include providing technical and administrative support to the Parks and Recreation Director, assisting the public with inquiries, processing permit applications, and offering clerical and counter support to the department.

Examples of Duties

The essential functions of the position include:

• Providing public service activities including greeting counter walk-ins, answering telephones, and responding to requests for information.
• Receiving, logging, and reviewing permit applications and supporting documents.
• Processing, issuing, and receiving various types of permits.
• Reviewing, approving, and issuing city right of way registration and insurance certification.
• Researching records and providing specialized site-specific property information.
• Preparing general correspondence, reports, lists, and records.
• Performing detailed clerical tasks such as compiling, calculating, and preparing special reports.
• Maintaining the permit software database.
• Developing, creating, and implementing department application forms and handouts.
• Organizing, filing, and maintaining department files.
• Answering general inquiries from contractors, vendors, and the public.
• Preparing monthly, quarterly, and annual reports for various agencies.
• Assisting with the preparation, coordination, and administration of confidential information, department projects, and independent contracts.
• Performing special projects as assigned by the Director.
• Performing other duties and assuming other responsibilities as apparent or delegated.
• Attending meetings and supporting administrative duties for Parks and Recreation functions at events.
• Supervising the administrative assistant and part-time receptionist.
• Overseeing and administering accounts payable and receivable.

Typical Qualifications

Minimum qualifications include a high school diploma or GED certificate plus license/certification/training at vocational school, related on-the-job experience, or an associate's degree in a related field. Experience includes two (2) years of government clerical experience with extensive public contact. Desired qualifications include four (4) years of experience as an office manager, executive assistant, or permit technician in a Public Works, Engineering, or construction administration organization.

Knowledge, skills, and abilities include considerable knowledge of English, spelling, punctuation, arithmetic, and vocabulary; ability to perform office and administrative support duties; ability to read and interpret blueprints, maps, specifications, and other construction-related documents; ability to learn, interpret, explain, and apply local, state, and federal regulations and standards related to infrastructure construction; proficiency in the operation of office equipment including computer software; ability to work independently and use good judgment; ability to deal with contractors and the public in a tactful and courteous manner; knowledge of modern office equipment, and clerical practices and procedures; ability to handle multiple priorities in a fast-paced work environment; ability to work with many distractions; ability to type or enter data at a speed necessary for successful job performance; and ability to update brochures and information for the website.

Supplemental Information

The position works under the general supervision of the Parks and Recreation Director and exercises supervision over the Front Desk Receptionist. Tools and equipment used include multi-line phone systems, personal computers, word processing, spreadsheet, agenda management, document management, accounting systems, website/social media platforms, specialized software for insurance reimbursements, Sling (staff scheduling software), Adobe products, and credit card company software.

The complexity of the work requires many different processes and methods applied to an established professional or technical field. The position either carries out work with minimal supervision or follows the supervisor's directions on methods and desired results but modifies methods to resolve unforeseen situations and problems. The work affects the overall efficiency and image of the City.

The physical demands and work conditions described are representative of those that must be met by an individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The surroundings are low risk, with exposure to inside environmental conditions where it is adequately lighted, ventilated, and heated, and normal precautions must be observed.