Administrative Services Coordinator

To be considered for this position, applicants must submit a cover letter and resume to info@cscleon.org by Friday, February 6, at 5:00 p.m. Only emailed applications will be considered. (Note: Candidates who previously applied do not need to submit a new application unless they wish to provide updated materials.)

Company Overview:

The Children’s Services Council of Leon County (CSC Leon) is a catalyst for positive change to improve the lives and outcomes of children, youth and families in the local community. Established as an independent special district by the voters of Leon County in 2020, CSC Leon provides dedicated funding to expand access to programs and family support, ensuring all children and youth are socially, emotionally, and physically equipped to reach their full potential.

Position Summary and Responsibilities:

The Administrative Services Coordinator is responsible for ensuring the smooth and efficient operation of CSC Leon’s office and administrative functions. This role provides executive assistance to the director, oversees council relations, manages office facilities, and supports financial and human resources administration. Reporting directly to the Executive Director and working collaboratively with other Team Members, the Administrative Services Coordinator is essential to maintaining an organized and professional work environment.

Activities:

• Office and Facility Management: Oversee office operations, including ordering supplies, maintaining office equipment, coordinating with vendors, and ensuring a professional and functional workspace. Monitor and coordinate the use, maintenance, security, and functionality of office spaces, including the meeting rooms, and working with property management, IT support, security, and A/V vendors.
• Executive and Council Support: Schedule and coordinate all meetings of the Executive Director and Council, including committee meetings, workshops, and orientations. Compile and distribute Council and committee meeting materials, set up meeting sites, and ensure timely transmission of documents and information to Council members. Prepare agendas and minutes for all meetings.
• Human Resources Administration: Prepare new hire onboarding materials and ensure timely completion of employment documentation. Coordinate new hire orientation sessions and team meetings, providing information on organizational policies and procedures. Assist with timesheet verification and benefits schedules, ensuring accuracy and timely submission.
• Fiscal and Procurement Support: Receive and record all financial transactions, including purchase cards, invoices, cash, and checks. Verify financial records for accuracy, proper coding, and alignment with the approved budget. Resolve discrepancies related to vendor billing and payments. Maintain organized financial records for audit purposes. Purchase office supplies, materials, and equipment.
• Administrative and Communications Support: Route and track internal/external documents and contracts for appropriate approval. Coordinate travel arrangements and authorization for annual statewide meeting and other events, as necessary. Prepare reports, memos, letters, and other documents using word processing, spreadsheet, database, or presentation software.

Required Competencies:

• Office and Facilities Management: Ability to oversee and manage office operations, vendor coordination, and facility maintenance.
• Communication: Effectively articulates thoughts and ideas through verbal and written channels, ensuring clarity in internal and external communications.
• Time Management and Organization: Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines efficiently.
• Financial and Procurement Oversight: Understanding of financial transactions, budgeting, and procurement processes.
• Teamwork and Collaboration: Ability to work closely with colleagues, leadership, and external stakeholders to support organizational functions.
• Problem-Solving: Proactive approach to identifying and resolving administrative and operational challenges.
• Adaptability: Ability to respond to changing needs and priorities in a dynamic work environment.

Preferred Competencies:

• Human Resources Administration: Experience in onboarding, benefits administration, and personnel documentation.
• Council and Meeting Coordination: Experience in scheduling, logistics, and preparation of materials for meetings and events.
• Procurement and Financial Record-Keeping: Knowledge of procurement processes, financial documentation, and audit preparation.

Qualifications:  

At least two years of relevant professional experience; Bachelor’s degree preferred.

Physical Demands & Working Conditions:

The employee performs work in a normal office setting within a reasonable environment. While performing the duties of this job, the employee may be required to perform local and non-local travel. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.

Compensation:

This is a full-time, salaried position with benefits available immediately, including Florida retirement System (FRS) and Capital Health Plan (CHP). The salary range is $42,000 - $47,000 plus benefits, commensurate with experience and qualifications.