Administrative Coordinator

POSITION SUMMARY

The position performs various complex secretarial and clerical functions. The incumbent must exercise considerable initiative, independent judgment, and discretion when screening calls, visitors, and sorting mail. Responds to requests for departmental information and customer service concerns.

Guidelines consist of county and departmental policies, regulations, procedures and instructions from the supervisor. Guidelines are clear and specific, but the employee must have the ability to use judgment in determining which guidelines apply in certain situations. Work is reviewed for the achievement of desired results and adherence to established policies and procedures.

Work is performed in an office setting, with the employee intermittently sitting, standing, or stooping. The employee must occasionally lift light objects weighing less than 25 pounds.

Contact is typically co-workers, county employees in other departments, developers, engineers, contractors and members of the public.

Ability to read, write, type and perform mathematical calculations at a level commonly associated with the completion of high school or the equivalent. Sufficient experience to understand basic principles used for the major duties of the position, typically associated with the completion of an apprenticeship/internship or performing in a similar position for one to two years.

PRINCIPAL ACCOUNTABILITIES

• Establishes and maintains a complex filing system, large format scanning and file management of construction drawings. Maintains office materials and supplies.
• Functions related to customer service and departmental interactions within the county system.
• Maintains appointment schedules, screens and refers phone calls, responds to program and activity information requests.
• Prepares correspondence, administrative and public letters or reports, complex work sheets, purchase orders and check requests.
• Maintains structured records and requests for departmental uses and functions.
• Attends meetings and conferences, takes minutes and prepares documentation as needed. Maintains records on office activities relating to personnel, projects and related activities.
• Performs a variety of general secretarial and clerical tasks. Performs other related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of modern office practices and procedures, office systems and equipment, secretarial practices and procedures.
• Knowledge of business English, spelling, arithmetic and vocabulary. Knowledge of general county operations and organization.
• Skill in the operation of computers and other standard office equipment.
• Ability to make moderately complex decisions according to established policies and procedures, maintain administrative, fiscal and general records, prepare reports and answer questions from records.
• Ability to compose correspondence regarding routine matters and perform routine office management details with referral to a supervisor when necessary.
• Ability to maintain relationships with other employees and the public, and deal with public relations problems courteously and tactfully.

DESIRABLE TRAINING AND EXPERIENCE

Ability to read, write, and perform mathematical calculations at a level commonly associated with the completion of high school or the equivalent. Computer experience proficiently utilizing Excel, Word and Microsoft Outlook. Sufficient experience understanding the basic principals used for major duties of the position, typically associated with the completion of an apprenticeship/internship or performing in a similar position for one to two years. A combination of education and/or work experience may be substituted for minimum requirements