Administrative Coordinator II

Open Until Filled

GENERAL PURPOSE:

The Administrative Coordinator II performs routine and complex administrative work in the assigned division or department. This position accomplishes a variety of administrative and clerical tasks such as handling telephone and written inquiries, transcription, filing, records maintenance, and storage of documents to support office operations. This work is performed under close supervision - the incumbent is assigned duties according to specified procedures and receives detailed instructions; work is checked frequently and is reviewed through observation and review of results achieved.

ESSENTIAL FUNCTIONS:

NOTE: The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position or to reasonably accommodate individuals with disabilities.

Accept, review, process, prepare, and distribute necessary paperwork such as payments, fees, permit applications, property records, bank deposits, legal documents, purchase orders, reimbursement requests, and/or building plans, etc. using necessary software and established standard operating procedures.

Compose and type routine memoranda, letters, correspondence, and other technical data from dictation or rough drafts; conduct research to prepare various regular and special reports.

Maintain department files, forms, records, operational/budgetary data, and calendars and schedule appointments and meetings.

Prepare payroll and maintain performance and attendance records.

Conduct inventory of materials, supplies, and equipment and follow proper purchasing policy to replenish as needed.

Open, sort, and distribute incoming mail and prepare and send outgoing mail.

Coordinate flow of information between divisions, other departments and the general public; receive and solve routine customer questions, complaints and/or problems.

Assist in the planning, implementation, and documentation of scheduled events, meetings, and initiatives as necessary.

Perform other work as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

General knowledge of English, spelling, grammar, punctuation, and business correspondence.

General knowledge of modern office terminology, methods, practices and procedures, business English, spelling, punctuation, formatting correspondence, and applicable laws and best practices related to records retention.

Skill in data entry and proofing of text and numerical entries.

Skill in the operation of modern office equipment, computers, and software, including Microsoft Office applications (Word, Excel, PowerPoint, etc.).

Ability to make critical and difficult decisions with some direction that conform to the policies and procedures of the City and the Department.

Ability to complete tasks in a timely manner, multi-task, organize work load, meet deadlines, follow-up and take tasks to completion.

Ability to maintain focus and flexibility with frequent interruptions; ability to follow up and monitor status of ongoing projects.

Ability to complete work accurately with a high level of attention to detail.

Ability to organize technical data and material logically and conduct analysis regarding such data and material.

Ability to establish and maintain effective relationships with employees, supervisors, city officials, and the general public.

Ability to communicate information tactfully and impartially, both in person and in writing with all staff, city officials, and the general public.

Ability to demonstrate proficiency in the City of Winter Park Core Competencies.

Ability to understand and follow oral and written instructions and keep accurate records.

This position is performed with general knowledge - the incumbent is generally familiar with information contained in relevant source documents or information in a particular subject field; has ability to use relevant sources to obtain specific or supplemental information.

MINIMUM QUALIFICATIONS:

High School Diploma or equivalent; supplemented by a minimum of two years of experience in an administrative support function.

An equivalent combination of education, training and experience, which provide the necessary knowledge, skills and abilities and other competencies required for the position may be considered.

OTHER REQUIREMENTS:

Physical

This is light work requiring the exertion of 0 - 20 pounds of force occasionally and 0 - 10 pounds of force frequently to lift, carry, push, pull, and reposition objects.

Ability to traverse about an ADA accessible office setting, with or without reasonable accommodation.

Ability to remain stationary at a keyboard for extended periods of time and continuously operate a computer and other office productivity machinery, such as a calculator, copy machine, and printer.

Ability to manipulate objects and demonstrate small, precise movements repetitively.

Environmental

Tasks are regularly performed in an office setting without frequent exposure to adverse environmental conditions.

Sensory

Tasks require the manipulation of objects and demonstration of small, precise movements, the ability to detect and distinguish various features of one's surroundings, and the ability to effectively communicate and exchange information with others.

The job description does not constitute an employment agreement between the City and employee and is subject to change at any time by the City as the needs of the City and requirements of the job change.