Administrative Coordinator-IT

Open Until Filled

The hiring range of the position is listed:

GENERAL PURPOSE:

The Administrative Coordinator I, II. and III performs routine and complex administrative work for the assigned department or division. This position accomplishes a variety of administrative and clerical tasks such as responding to telephone inquiries, processing paperwork, maintenance of department files, and distributing mail 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 invoices, fees, applications, records, purchase orders, reimbursement requests, and/or other tasks of an administrative nature. 

Compose and type routine correspondence and other technical and administrative data. Conducts research to prepare various regular and special meetings and reports.

Maintain department files, forms, records, and calendars and schedule appointments and meetings; Assist in the setup of scheduled events as necessary.

Assist with general payroll 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.

Respond to telephone inquiries and complaints; assist and/or direct callers and visitors to the appropriate personnel or department.

Perform other work as assigned.

Administrative Coordinator III

Provide full administrative support to a City advisory board, including planning, recordkeeping, and scheduling.

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, travel arrangements, and other initiatives as necessary.

KNOWLEDGE, SKILLS, AND ABILITIES:

General knowledge of departmental and municipal rules, regulations, policies, and procedures.

General knowledge of basic mathematics. 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 the operation of modern office equipment, computers, and software, including Microsoft Office applications (Word, Excel, PowerPoint, etc.).

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

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

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 the information contained in relevant source documents or information in a particular subject field and has the ability to use relevant sources to obtain specific or supplemental information.

MINIMUM QUALIFICATIONS:

Administrative Coordinator I

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

Administrative Coordinator II

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

Administrative Coordinator III

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

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.