Administrative Coordinator to Director

ESSENTIAL TASKS

The tasks listed below are those that represent the majority of the time spent working in this class.  Management may assign additional tasks related to the type of work of the class as necessary.

Provides executive level administrative support to the Public Works Director, Administration and Finance General Manager/HR Representative and occasionally assist the County Engineer.

Performs administrative duties including but not limited to, managing daily operations of the front office. Assisting with Public Works New Employee Orientation; manage and reconcile several databases to include, updating organizational charts; maintaining Table of Organization; employee directory,

Review HR forms for accuracy, completion and required signatures; managing business center operations to include, ensuring Bizhub is fully operational, stocking area with supplies, deleting and adding employee information, coordinating with vendor and IT on upgrades.

Create and update internal and external contact list; compile director’s weekly report; manage and schedule Zoom meetings and appointments. Order division supplies, maintain calendars, screening and sorting daily mail, composing routine and confidential letters for Director’s signature, typing memos and correspondence, and making travel arrangements.

Answers telephone and greets office visitors providing professional, courteous customer service; assists customers or obtains information for customers as requested.

Interprets division policies and procedures; refers customers to other personnel or offices as appropriate. Coordinates project related activities to ensure that departmental and divisional goals are accomplished.

Coordinates trainings, projects and conferences; prepares materials for and schedules various staff as required.

.Interprets and applies judgment to assist in the plan and development of databases. Manages several databases to include updates, new entries, creating and trouble-shooting.

Analyzes and reconciles accounts. Creates and tracks invoices, special orders, requisitions, purchase orders and performs cost control. Crosschecks invoices to verify they are within the original budget and allocated to the appropriate cost center.

Maintains an efficient accounting system to manage customer accounts.

Compiles data for and prepares a variety of routine, financial, statistical and analytical records and reports required by the department.

Performs other general clerical work, including but not limited to maintaining logs and lists, copying, filing, and maintaining documents, sending and receiving faxes, entering and retrieving computer data, processing daily mail, preparing spreadsheets, ordering supplies and materials, etc.

Receives and responds to inquiries, requests for assistance and complaints in areas of responsibility...

Assists in coordinating division / department activities with those of other divisions, departments, agencies, and other professionals as appropriate; researches and provides agencies and individuals with department information as requested and as appropriate.

Performs basic bookkeeping work as required, including receiving and recording various payments, reviews basic financial records and receipts for accuracy and completeness

Attends training, meetings, seminars, etc., as required to enhance job knowledge and skills.

Maintains effective record-keeping systems; enters data into computer and assists in maintaining accurate databases; prepares spreadsheets

Collects and compiles data as requested.

Coordinates, prepares, gathers, participates and assembles information as necessary for special projects.

Assists co-workers with various administrative and clerical duties as necessary.

May assist in maintaining accurate, up-to-date and confidential department personnel records, including but not limited to general employee files, personnel action forms, performance evaluations, insurance benefits and worker’s compensation records and claims.

Performs other general clerical work as required, including but not limited to compiling data for reports, copying and filing documents, entering and retrieving computer data, processing daily mail, disseminating memos / information to department staff, ordering office supplies and maintaining inventory records, maintaining lists and logs, etc.

Receives and responds to employee/public inquiries, concerns, complaints and requests for assistance in areas of responsibility.

 All other duties as assigned.

Compensation Range: $21.70 - $34.69