ADMINISTRATIVE COORDINATOR

GENERAL STATEMENT OF JOB

This classification will serve as the office manager for a large division or department and is responsible for all administrative functions of the department/division. 

SPECIFIC DUTIES AND RESPONSIBILITIES

Essential Functions:

• Answer telephone inquiries from the public and direct calls to staff or other departments. 
• Receive and communicate messages to and from citizens, customers, staff, and other City personnel. 
• Maintain files for daily operations, purchase requests, facility inventory, and general operations. 
• Prepare and separate postal and interdepartmental mail, and route it to the intended recipient.
• Serve as a liaison between the assigned department and other departments/divisions, staff members, City officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information.
• Coordinate arrangements for various meetings and notify participants of scheduled meetings.
• Coordinate room reservations, setup, refreshments, and meeting equipment.
• Record and/or transcribe correspondence, statements, minutes, or other information.
• Process documentation associated with department operations within designated timeframes and per established procedures.
• Receive, review, record, type, and/or distribute documentation to the appropriate departments.
• Enter data into computer systems and log, track, or maintain records regarding department activities including vacation leave if needed.
• Compile data for further processing or for use in preparation of department reports.
• Prepares files, organizes documentation, and files documents in a designated order.
• Conduct records maintenance activities in compliance with guidelines governing record retention. 
• Maintain current maps, telephone lists, directories, operating manuals, procedures, and other reference materials. 
• Conduct research of department files, database records, hardcopy materials, Internet sites, or other sources as needed. 
• Ensure the availability of adequate materials to conduct work activities and initiate requests/orders for new or replacement supplies. 
• Research problems/ complaints and initiate problem resolution.
• Receive payments for various fees, fines, or services and record transactions, post payments, and issue receipts.
• Submit public notices to newspapers and property owners and prepare meeting packages.
• Serve as departmental human resources liaison and prepare personnel change forms.
• Process documentation about personnel, payroll, budgeting and purchasing.
• Review timesheets for accuracy and research discrepancies, if needed.
• Enter the employees' payroll data into the computer for payment.
• Review invoices for accuracy and match with purchase orders.
• Provide budgetary input and assist in forecasting revenues/expenditures.
• Enter daily revenue into computer and generate revenue reports.
• Review monthly budget analysis reports.
• Monitor expenditures to ensure compliance with approved budget.
• Reconcile payable records with Finance Department records and prepare bank deposits.
• Coordinate internal accounting activities by maintaining account balances and petty cash funds.
• Review purchase requisitions and verify the availability of budgeted funds.
• Prepare purchase orders and forward data to appropriate departments.
• Obtain competitive price quotes and order materials under blanket purchase orders.
• Review invoices, purchase orders, or other documents for accuracy and research discrepancies as needed.
• Assign proper accounting/budgetary codes, obtain proper signatures, forward for payment, and maintain files and records. 
• Any other duties as assigned.

 MINIMUM EDUCATION AND TRAINING

• Associate or technical degree in business or office administration.
• For (4) years of experience in secretarial, office administration, customer service, and or record management, our (4) years of experience in secretarial work, office administration, customer service, records management, or an equivalent combination of education and experience.
• A valid state driver’s license with an acceptable driving history is required.
• Preference: Bilingual Spanish Fluent speaker with 3-5 years fluency

MINIMUM QUALIFICATIONS AND STANDARDS REQUIRED

Physical Requirements:

This position classifies the physical exertion requirements as light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).  Tasks may involve extended periods of time at a keyboard or workstation. Some tasks require the ability to perceive and discriminate visual cues or signals.  Some tasks require that ability to communicate orally. 

Essential functions are regularly performed without exposure to adverse environmental conditions.