Administrative Services Coordinator

JOB TITLE: Administrative Services Coordinator

DEPARTMENT/DIVISION: Various

REPORTS TO: Varies

SUMMARY: Responsible for performing intermediate-level duties in support of an assigned department to include the completion of complex clerical and administrative functions, responding to requests for information from the public and staff, creating a variety of reports and documents, and general support for assigned supervisor. Work is performed with moderate supervision.

ESSENTIAL JOB FUNCTIONS:

• Performs various intermediate clerical duties, utilizing standard office equipment, to include: screening incoming calls; taking and transmitting messages; maintaining calendars; keyboarding information into databases; making photocopies; receiving, sorting, and distributing mail; performing data entry; faxing documents; typing; and word processing.
• Assists in creating a variety business documents, such as memorandums, applications, brochures, letters, agreements, flyers, and/or other related items.
• Prepares, processes, receives, sorts, and distributes a variety of routine reports, lists, correspondence, exams, packets, payments, receipts, purchase orders, invoices, check requests, and/or deliveries.
• Participates in monitoring and maintaining applicable office equipment. Coordinates the servicing of applicable equipment.
• Compiles and organizes routine financial information in assigned area of responsibility.
• Responds to requests for information from the general public; answers routine questions that can be confidential or sensitive in nature; directs visitors to appropriate locations; provides information on various departmental and city policies.
• Prepares and maintains office files, to include filing and updating confidential department personnel files in assigned area of responsibility.
• Monitors office supplies at assigned location; processes and maintain records to include invoices, expenses, and supply orders.
• Compiles and analyzes a variety of data for reports for assigned area of responsibility.
• Maintains the appearance of public areas, ensuring areas are organized and free from debris or hazardous items.
• Performs other duties as assigned.

POSITION SPECIFIC JOB FUNCTIONS:
Animal Services

• Performs a variety of clerical activities in support of Animal Services, which may include: coordinating veterinary support services; balancing daily cash receipts; completing weekly deposits; processing vendor payments; provide assistance to walk in customers; dispatching Animal Control Officers; support animal rescue activity; entering service requests into databases; tracking rabies specimen tests and reporting results to victim; performing other related activities.
• Assist Senior Animal Care Specialist with coordinating volunteer schedules and activities.
• Assist with donation and sponsorship programs.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of administrative support principles and practices in assigned area of responsibility;
• Knowledge of modern office procedures, methods, and equipment;
• Knowledge of filing procedures and practices;
• Knowledge of report preparation techniques;
• Skilled in providing customer service to various customers
• Skilled in reading, interpreting, applying, and explaining rules, regulations, policies, and procedures;
• Skilled in preparing and processing a variety of documents and forms;
• Skilled in performing basic mathematical calculations;
• Skilled in maintaining records;
• Skilled in maintaining sensitive and confidential information;
• Skilled in handling multiple tasks simultaneously;
• Skilled in prioritizing and organizing tasks;
• Skilled in keyboarding;
• Skilled in operating a variety of modern office equipment;
• Skilled in operating a computer and related software applications;
• Skilled in communicating effectively with a variety of individuals.

MINIMUM QUALIFICATIONS:

• High School Diploma or G.E.D.
• 1 year of progressively responsible administrative or general office experience.
• 1 year of customer service or direct public contact experience.

PREFERENCES (if applicable):

• Bilingual in English and Spanish.

WORKING CONDITIONS:

• Frequent reaching, sitting, standing, walking, talking, seeing, hearing, and manual dexterity.
• Occasional lifting and carrying up to 10 pounds.
• Work is typically performed in a standard office environment.

CONDITIONS OF EMPLOYMENT:

• Must pass pre-employment drug test.
• Must pass criminal history check.
• Must pass motor vehicle records check.