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