Administrative Coordinator

• Prepares/types memoranda and letters for Department Directors.
•  File documents for compliance with the State Public Records Law.
• Reviews all department invoices and prepares claim vouchers for payment authorization. 
• Prepares correspondence and reports.
• Types, proofreads and processes a variety of documents including general correspondence, forms, memos, statistical charts and specialized documents from drafts, notes, or verbal instruction.
• Reviews documents for accuracy, completion and conformance to established procedures.
• Utilizes personal computers and computer software to perform word processing and spreadsheet functions; prepares and maintains computerized reports.
• Monitors the department's supply needs and prepares supply requisition forms and maintains adequate inventory of office supplies.
• Operates postage meter machine to process outgoing mail.  Ensures sufficient postage is on hand for daily mailings. Operates Lamination machine to seal documents as needed.
• Advises various meeting participants of changes in previously scheduled meetings (time, date, location, and agenda) by inter-office e-mail.
• Answers the telephone, waits on the general public, and provides information related to department and/or city policies and procedures, makes appointments and announces callers.
• Accepts payments, receives cash and makes change, processes credit cards, checks, etc.
• Interacts courteously and tactfully with managers, co-workers, customers and/or vendors.
• Sorts and files documents and records, maintaining alphabetical, index, and cross-reference files; assists department with photocopying, assembling materials, and simple clerical work when assigned.
• Assists in receiving, sorting and distributing incoming and outgoing mail; assists in maintaining paper and other supplies stocked in the supply room, and by the copy and fax machines; assists in ordering supplies.
• Builds and maintains positive working relationships with co-workers, other employees, and the public using principles of good customer service; promotes and represents the City to the public in a friendly, helpful, and professional manner.
• Enforces City and department policies, regulations, rules and standards.
• Addresses urgent issues with the public, and recommend appropriate action based on City policies and procedures.
• Performs other duties as assigned.

• Good knowledge of office practices and procedures including filing and basic record keeping. Good knowledge of the operation of standard office equipment including work processing and computer equipment.  
• Good knowledge of English usage, spelling, grammar and punctuation.    
• Good knowledge of business letter writing and typing formats.  Good knowledge of basic mathematics.
• Ability to communicate clearly and concisely, both orally and in writing; ability to establish and maintain effective working relationships with those contacted in the course of work; ability to organize and maintain accurate records and files; ability to learn the operation, policy and procedures of the City and the assigned department or office; ability to perform difficult and complex clerical and administrative support work using independent judgment.  
• Ability to effectively present information both one-on-one and to small groups.

• High school diploma or equivalent (GED); two years of college in a related field desirable; four-year experience performing similar administrative support duties; or any acceptable related combination of training and experience. 
• One year of municipal experience required, preferably in the City Manager's Office.

• Florida driver's license required.
  

• There is a one-year probationary period. 
• It is the responsibility of the incumbent to maintain their licenses and/or certifications as a job requirement.

Salary : $45,509 - $74,635