SENIOR ADMINISTRATIVE COORDINATOR

GENERAL STATEMENT OF JOB

This classification is responsible for coordinating the daily administrative activities of the Assistant City Managers (ACMs), overseeing workflow, managing executive communications, and ensuring efficient operation of the ACMs’ Office. Work involves advanced administrative functions, project coordination, budget assistance, executive meeting support, and high‑level interaction with elected officials, senior leadership, community stakeholders, and internal departments.

SPECIFIC DUTIES AND RESPONSIBILITIES

Essential Functions:

• Provides executive administrative support, including backup for the Executive Assistant to the City Manager. 
• Directly supports the Assistant City Managers (ACMs) by coordinating calendars, preparing reports, handling correspondence, and tracking projects. 
• Operational and performance support for the management and optimization of the SeeClickFix (SCF) platform, including coordination of new service platforms. 
• Ensures the continuity of front desk operations at City Hall and/or the City Administration Building, delivering consistent, professional customer service. 
• Performs advanced administrative capabilities, including data analysis, report development, and project coordination. 
• Monitors the status of projects assigned to the ACMs, tracks deadlines, and resolves issues to ensure timely completion. 
• Works independently to solve problems, assist customers and visitors, and initiate appropriate actions. 
• Maintains confidentiality regarding sensitive executive-level matters. 
• Coordinates and supports executive-level meetings, including those involving department directors, managers, elected officials, and community leaders. 
• Prepares meeting agendas, notices, packets, and related documentation. 
• Coordinates meeting logistics, including facilities, room setup, equipment, and refreshments. 
• Records and/or transcribes meeting minutes; prepares, distributes, labels, and indexes meeting minutes and recordings; researches previous minutes as needed. 
• Plans and executes special events, including leadership forums, retreats, employee recognition events, and training sessions. 
• Coordinates communications and conveys information between department personnel, executive staff, and external stakeholders. 
• Attends staff meetings to capture notes and review department plans, budget status, and initiatives. 
• Interacts effectively with elected officials, senior leadership, and community partners. 
• Maintains maps, directories, operating manuals, procedures, and reference materials. 
• Answers telephone inquiries and routes calls appropriately; communicates messages between citizens, customers, staff, and other City personnel. 
• Coordinates travel arrangements, accommodations, conference registrations, itineraries, and related logistics for the Assistant City Managers (ACMs). 
• Any other duties as assigned.

MINIMUM EDUCATION AND TRAINING

• Associate or technical degree in business or office administration.
• Four (4) years of experience in secretarial, office administration, customer service, and or record management, or any combination of education, training, and experience that provides the required knowledge, skills, and abilities to perform the essential functions of the job
• A valid state driver’s license with an acceptable driving history is required.

MINIMUM QUALIFICATIONS AND STANDARDS REQUIRED

Physical Requirements:

This position classifies the physical exertion requirements as light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing, and/or pulling of objects and materials weighing light (5-10 pounds). Tasks may involve extended periods at a keyboard or workstation. Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks also require the ability to communicate orally. Essential functions are regularly performed without exposure to adverse environmental conditions.