Administrative Coordinator

JOB SUMMARY: (Not all incumbents will perform all functions and responsibilities.)

Performs a variety of highly responsible, confidential and complex administrative and secretarial tasks in relieving the department head of administrative detail. Requires advanced skills in all assigned office responsibilities and the exercise of sound judgment in application of departmental procedures and methods in receiving and responding to routine inquiries and requests concerning departmental services. 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Disburses and maintains departmental petty cash funds.

Maintains office supplies and places orders when necessary, including ordering printed materials such as envelopes, business cards, notary seals, etc.

Act as a complimentary administrator to the Office Manager who is in the office on a part-time basis so that any issues that may arise are covered quickly and efficiently at all times, To accomplish this, he/she maintains close contact with the office manager to give and receive feedback on any matter that may arise.

Answers telephone and gives specific and general information in response to public inquiries; handles requests for service, complaints and other public contact work. 

Assists in preparing, composing, typing, distributing and filing letters, forms, reports, contracts, requisitions, purchase orders, general correspondence and other documents related to department operations.

Assists in scheduling meetings, appointments and travel arrangements for the attorneys, responds and processes citizen complaints.

Reads and routes incoming mail and composes replies to corre­spondence in accordance with established procedures. Oversee daily court filings and outgoing mail.

Manages the administrative portion of probation cases, including opening and closing cases and files, mailing out correspondence, staying in contact with the Chief Investigator and the probation office, and working with the probation attorney to make sure any assistance he/she may require is accomplished.

Office support for all trial teams.

Monitors and maintains any maintenance needs that may arise, including contacting Building Maintenance and scheduling service calls, scheduling service calls for the copiers and computers, etc.

Operates various modern office machines necessary to perform administrative functions to include personal computers.

May serve as lead worker to subordinate staff performing routine clerical functions to include assigning, reviewing and assisting with work.

Coordinates maintenance of office equipment.

Performs other relevant work as assigned.

Regular and predictable attendance is required.

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

Five years’ administrative experience. 

OR

Bachelor’s Degree.

Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.

Licenses and Certifications: 

Current Notary Public.

Knowledge, Skills, and Abilities: 

Comprehensive knowledge of office terminology, procedures and equipment and of business arithmetic and English.

Knowledge of the operations and functions of various city/county departments.

Knowledge of departmental services, programs, operating rules, regulations and procedures.

Skill in maintaining complex clerical records and in preparing reports from such sources.

Skill in preparing correspondence on routine matters and to perform routine office management tasks independently.

Ability to type 50-55 w.p.m.

Ability to deal tactfully and courteously with the public and other employees.

Ability to handle and dispose of complaints, requests for information and delegated administrative details.

Ability to communicate effectively both orally and in writing

ADA Minimum Qualifications: 

Physical Ability: 

Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing); operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.

Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.

Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours. 

Sensory Requirements: 

Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.

Environmental Factors: 

Essential functions of this position continuously require the ability to either work with others or work alone. 

This class specification should not be interpreted as all-inclusive, as it is intended to identify the major respon­sibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specifica­tion.