What are the responsibilities and job description for the Administrative Coordinator position at City of Ocala?
This is advanced administrative work assisting and directing the activities of the Department. Reports directly to the Department Director or Designee.
2. Provides customer service in person and by telephone. Communicates clearly, courteously and tactfully with City employees, vendors and the general public. Uses independent judgement to resolve customer complaints.
3. Must have working knowledge and the ability to apply city policies and procedures related to personnel rules and payroll practices. Provides payroll services for the Department.
4. May assist in the preparation, typing and submission of the annual budget. Administers budget expenditures.
5. Ensures all contracts and documents prepared and/or reviewed by the department are properly organized, maintained and electronically tracked throughout the contract development process.
6. Maintains files and keeps records in an organized manner. Maintains information utilizing tables, spreadsheets and databases.
7. May be required to supervise administrative support and clerical personnel in the supervisor's absence.
To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
EDUCATION AND EXPERIENCE
High School Diploma or GED required.
Two-year college degree preferred.
Must possess advanced computer and administrative skills plus 3 years related experience and/or training.
An equivalent combination of training and experience may be considered.
REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS
Must possess and maintain a valid Florida Operators Driver's License with an acceptable driving record.
PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS
Shorthand and transcription experience is desirable.
SOFTWARE SKILLS REQUIRED
Advanced: Payroll Systems, Word Processing/Typing
Intermediate: Accounting, Presentation/PowerPoint, Spreadsheet
Basic: 10-Key, Alphanumeric Data Entry, Database, Human Resources Systems
SUPERVISORY RESPONSIBILITIES
Directly supervises 0 subordinate supervisor(s) who supervise(s) a total of 0 employee(s).
Supervises 0 non-supervisory employee(s).
Carries out supervisory responsibilities in accordance with the organizations policies and applicable laws.
COMMUNICATION SKILLS
Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to prepare and interpret bar graphs.
CRITICAL THINKING SKILLS
Ability to solve practical problems and deal with a variety of known variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, or diagram formats.
SUPERVISION RECEIVED
Under direction where a definite objective is set up and the employee plans and arranges own work, referring only unusual cases to supervisor.
PLANNING
Considerable responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work, in addition, the work operations of a group of employees, all performing basically the same type of work.
DECISION MAKING
Performs work operations which permit frequent opportunity for decision-making of minor importance and also frequent opportunity for decision-making of major importance, either of which would affect the work operations of small organizational component and the organization's clientele.
MENTAL DEMAND
Close mental demand. Operations requiring close and continuous attention for control of operations.
Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations regarding the organization's administration and operations; also to determine or select material and equipment where highly variable sequences are involved.
ANALYTICAL ABILITY / PROBLEM SOLVING
Moderately structured. Fairly broad activities using moderately structured procedures with only generally guided supervision. Interpolation of learned things in somewhat varied situations.
USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS
Occasional use of highly complex machines and equipment; specialized or advanced software programs.
ACCURACY
Probable errors would normally not be detected in succeeding operations and could possibly affect organization-patron relationship, involve re-work, or additional expenditures in order to properly resolve the error.
The possibility of such errors would occur quite frequently in performance of the job.
May also cause inaccuracies or incomplete information that would be used in other segments of the organization as a basis for making subsequent decisions, plans, or actions.
PUBLIC CONTACT
Regular contacts with patrons, either within the office or in the field.
May also involve occasional self-initiated contacts to patrons.
Lack of tact and judgment may result in a limited type of problem for the organization.
EMPLOYEE CONTACT
Contacts of considerable importance within the department or office, such as those required in coordination of effort, or frequent contacts with other departments or offices, generally in normal course of performing duties.
Requires tact in discussing problems and presenting data and making recommendations, but responsibility for action and decision reverts to others.
PHYSICAL ACTIVITIES
The following physical activities 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 individuals with disabilities to perform the essential functions and expectations.
While performing the functions of this job, the employee is continuously required to sit; regularly required to use hands to finger, handle, or feel, talk or hear; frequently required to reach with hands and arms; and occasionally required to stand, walk, taste or smell.
The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include color vision.
ENVIRONMENTAL CONDITIONS
There are no harmful environmental conditions that are present for this position.
The noise level in the work environment is usually moderate
ADDITIONAL INFORMATION
Must possess strong organizational and technical writing skills. Must have the ability to prioritize and analyze data. Must be able to interpret rules, policies and regulations. Ability to meet multiple deadlines and work under pressure. Must have knowledge of the operations and functions of the assigned unit. Must be able to use independent judgment with minimum supervision and maintain confidential information.
Must be able to communicate clearly and politely, orally and in writing. Must be able to establish and maintain effective working relationships with employees and the public. Must be able to remain calm in stressful situations.
Must have strong computer skills with the ability to apply to a variety of applications. Must be able to efficiently operate a variety of office equipment at an advanced level.
Must have knowledge of basic and business math to process and maintain complex records. Must be knowledgeable in advanced business English, spelling, and punctuation.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Prepares memos, letters, forms, statements, reports and correspondence on a variety of subjects from simple to complex or technical. Attends multiple public meetings taking notes/minutes which may require taking and transcribing dictation. This position requires excellent writing and proofing abilities. Assists the division heads and department director with preparation and ongoing monitoring and management of various agendas. 2. Provides customer service in person and by telephone. Communicates clearly, courteously and tactfully with City employees, vendors and the general public. Uses independent judgement to resolve customer complaints.
3. Must have working knowledge and the ability to apply city policies and procedures related to personnel rules and payroll practices. Provides payroll services for the Department.
4. May assist in the preparation, typing and submission of the annual budget. Administers budget expenditures.
5. Ensures all contracts and documents prepared and/or reviewed by the department are properly organized, maintained and electronically tracked throughout the contract development process.
6. Maintains files and keeps records in an organized manner. Maintains information utilizing tables, spreadsheets and databases.
7. May be required to supervise administrative support and clerical personnel in the supervisor's absence.
Perform any other related duties as required or assigned.
QUALIFICATIONSTo perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
EDUCATION AND EXPERIENCE
High School Diploma or GED required.
Two-year college degree preferred.
Must possess advanced computer and administrative skills plus 3 years related experience and/or training.
An equivalent combination of training and experience may be considered.
REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS
Must possess and maintain a valid Florida Operators Driver's License with an acceptable driving record.
PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS
Shorthand and transcription experience is desirable.
SOFTWARE SKILLS REQUIRED
Advanced: Payroll Systems, Word Processing/Typing
Intermediate: Accounting, Presentation/PowerPoint, Spreadsheet
Basic: 10-Key, Alphanumeric Data Entry, Database, Human Resources Systems
SUPERVISORY RESPONSIBILITIES
Directly supervises 0 subordinate supervisor(s) who supervise(s) a total of 0 employee(s).
Supervises 0 non-supervisory employee(s).
Carries out supervisory responsibilities in accordance with the organizations policies and applicable laws.
COMMUNICATION SKILLS
Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to prepare and interpret bar graphs.
CRITICAL THINKING SKILLS
Ability to solve practical problems and deal with a variety of known variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, or diagram formats.
SUPERVISION RECEIVED
Under direction where a definite objective is set up and the employee plans and arranges own work, referring only unusual cases to supervisor.
PLANNING
Considerable responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work, in addition, the work operations of a group of employees, all performing basically the same type of work.
DECISION MAKING
Performs work operations which permit frequent opportunity for decision-making of minor importance and also frequent opportunity for decision-making of major importance, either of which would affect the work operations of small organizational component and the organization's clientele.
MENTAL DEMAND
Close mental demand. Operations requiring close and continuous attention for control of operations.
Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations regarding the organization's administration and operations; also to determine or select material and equipment where highly variable sequences are involved.
ANALYTICAL ABILITY / PROBLEM SOLVING
Moderately structured. Fairly broad activities using moderately structured procedures with only generally guided supervision. Interpolation of learned things in somewhat varied situations.
USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS
Occasional use of highly complex machines and equipment; specialized or advanced software programs.
ACCURACY
Probable errors would normally not be detected in succeeding operations and could possibly affect organization-patron relationship, involve re-work, or additional expenditures in order to properly resolve the error.
The possibility of such errors would occur quite frequently in performance of the job.
May also cause inaccuracies or incomplete information that would be used in other segments of the organization as a basis for making subsequent decisions, plans, or actions.
PUBLIC CONTACT
Regular contacts with patrons, either within the office or in the field.
May also involve occasional self-initiated contacts to patrons.
Lack of tact and judgment may result in a limited type of problem for the organization.
EMPLOYEE CONTACT
Contacts of considerable importance within the department or office, such as those required in coordination of effort, or frequent contacts with other departments or offices, generally in normal course of performing duties.
Requires tact in discussing problems and presenting data and making recommendations, but responsibility for action and decision reverts to others.
PHYSICAL ACTIVITIES
The following physical activities 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 individuals with disabilities to perform the essential functions and expectations.
While performing the functions of this job, the employee is continuously required to sit; regularly required to use hands to finger, handle, or feel, talk or hear; frequently required to reach with hands and arms; and occasionally required to stand, walk, taste or smell.
The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include color vision.
ENVIRONMENTAL CONDITIONS
There are no harmful environmental conditions that are present for this position.
The noise level in the work environment is usually moderate
ADDITIONAL INFORMATION
Must possess strong organizational and technical writing skills. Must have the ability to prioritize and analyze data. Must be able to interpret rules, policies and regulations. Ability to meet multiple deadlines and work under pressure. Must have knowledge of the operations and functions of the assigned unit. Must be able to use independent judgment with minimum supervision and maintain confidential information.
Must be able to communicate clearly and politely, orally and in writing. Must be able to establish and maintain effective working relationships with employees and the public. Must be able to remain calm in stressful situations.
Must have strong computer skills with the ability to apply to a variety of applications. Must be able to efficiently operate a variety of office equipment at an advanced level.
Must have knowledge of basic and business math to process and maintain complex records. Must be knowledgeable in advanced business English, spelling, and punctuation.
Salary : $44,480 - $59,050