Administrative Coordinator - Workforce Development

Job Title: Administrative Coordinator

Job Status: Full-time

Functional areas employee may be assigned:

• Administration
• Workforce Development
• Youth & Education

Job Summary:Under general supervision, the Administrative Coordinator uses intermediate skills obtained through experience and training to coordinate administrative functions of an assigned division. The employee supports the division by performing a variety of administrative duties such as project management, conference or meeting planning, preparing complex documents, and coordinating activities. Collects, compiles, records, or otherwise gathers data and prepares standard and custom reports with information necessary for decision-making. Works with interdepartmental teams to ensure smooth day-to-day operations of division. This employee may supervise or lead the work of other administrative staff.

Essential Duties and Responsibilities:

• Oversee the smooth operations of administrative functions for an assigned division
• Arrange meetings, schedule appointments, complete travel arrangements and may maintain a supervisor or team’s calendar
• Manage administrative projects of assigned division including but not limited to check requests and reimbursements, recordkeeping, program reporting, consumer satisfaction surveys, etc.
• Plan and execute events for division and full organization
• Complete assignments that include creating and proofreading correspondence, forms, tables and somewhat complex reports
• Greet clients, screen visitors/phone calls and answer general inquiries and refer clients to appropriate source under established guidelines
• Facilitate interdepartmental communications and interactions between internal and external parties
• Monitor levels of office supplies for division and order supplies as needed
• Sort and file correspondence, articles, reports and other documents in filing system
• Conduct research, compile information and data to present findings to supervisor or to prepare presentations
• Provide information and simple analysis to aid in recommending the solution for business problems
• Recommend methodology as to best coordinate administrative responsibilities
• Coordinate work orders for events, maintenance and repair of office equipment
• Coordinate with IT team to set up supplies and access for new employees
• Monitor the condition of buildings, equipment, vehicles and grounds and coordination of any needed certifications, repairs or renovations
• Handle confidential personnel related duties for supervisors to coordinate with the appropriate departments
• May pick up supplies from vendors
• May pick up and deliver mail from other buildings
• Maintain agency confidentiality and clients’ privacy
• May represent division on Building & Safety Committee
• May be responsible for research, data collection and reporting
• May coordinate transportation for clients as needed
• May supervise staff
• May lead the work of others and provide day-to-day direction
• Operate standard office equipment and use required software applications
• Perform other duties and responsibilities as assigned

Knowledge, Skills and Abilities:

Knowledge of:

• Intermediate concepts, practices and procedures of office administration

Skill in:

• Operating standard office equipment and using required software applications for program area and other applications, including Microsoft Office

Ability to:

• Managing projects with competing priorities
• Establish and maintain effective working relationships at all levels of the organization
• Provide a high level of customer service
• Communicate effectively, both orally and in writing
• Work independently as well as collaboratively within a team environment
• Organize and prioritize multiple tasks to meet deadlines

Educational/Previous Experience Requirements:

• Minimum Degree Required:
  • High school diploma or GED equivalent

~and~

• At least 3 years of experience in an administrative assistant or office manager capacity or any equivalent combination of experience, education and/or training approved by Human Resources

Licenses/Certifications:

• Licenses/Certifications Required at Date of Hire: None

Working Conditions:

Hours: Normal business hours, some additional hours may be required

Travel Required: Local travel may be required

Working Environment: Climate controlled office