Administrative Coordinator

ABOUT THE DEPARTMENT:
 The Cambridge Emergency Communications Department (ECD) The Emergency Communications Department operates the City's Combined Emergency Communications and 911 Center (ECC) and Public Safety Information Technology (PSIT), located at the Robert W. Healy Public Safety Facility. ECC receives over 50,000 911 and other emergency type calls and alarms throughout the year and manages the coordinated dispatch of police, fire, and emergency medical services (EMS) as well as other resources. ECC staff handles over 180,000 non-emergency calls regarding quality-of-life issues related to noise, traffic, lost property and after-hour responses for City services and information. PSIT handles all IT maintenance, troubleshooting, and project management for Police, Fire and Emergency Communications.

ABOUT THE ROLE: 
Reporting to the Director, the Administrative Coordinator will be responsible for providing administrative support to the department’s operations, which includes managing daily office operations, responding to inquiries from internal and external stakeholders, preparing and processing documentation and coordinating events and programs related to Emergency Communications.  He person in this role will perform administrative duties requiring confidentiality, enhanced customer service skills, sound decision-making and problem-solving activities.  

 ESSENTIAL DUTIES & RESPONSIBILITIES:  

Specific duties/responsibilities include but are not limited to the following:

• Responsible for efficient daily administrative operation of the Emergency Communications Department, including preparing payroll, ordering supplies, preparing requisitions and bill payable schedules, assist with scheduling meetings, handling incoming and outgoing email and postal communications, maintaining document filing and electronic filing, responding to telephone/email/in-person public inquiries and other tasks as directed.  
• Respond to internal and external stakeholders, including employees, vendors, community members and other governmental agencies, and ensure timely and accurate communication of information. 
• Manage and maintain weekly attendance utilizing department scheduling system for the office as well as coordination of department attendance records for processing payroll. Collect and review department weekly timesheets for accuracy.  
• Maintain accurate payroll records and calculations of standard and other work hours such as: sick leave balances, personal leave, administrative day and other leave adjustments, vacations, longevity, overtime pay hours, annual step increments, clothing and cleaning allowances, prorated benefits, and other miscellaneous wage and compensation tasks. Assist employees with payroll matters and questions relating to benefits and other available resources.
• Prepare and process requisitions and schedule of payments for invoices, employee reimbursements and, provide project status reports; preparing or processing employee requests, monthly reports and other reports as directed.
• Prepare and manage the necessary personnel transaction forms, vacancy job/description forms and other civil service employment forms as well as other employment related forms.  
• Compose standardized correspondence and other documents from generalized instructions to conduct department business.
• Maintain inventory of equipment and supplies and ensure that necessary supplies are available for department operations. 
• Work on special projects under the direction of the Director or designee. 
• Perform other related duties as assigned.  

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

MINIMUM REQUIREMENTS:

 Education:

• High school diploma or equivalency required. 
• Three years of relevant work experience in office management.

 Knowledge, Skills, and Abilities: 

• Excellent written and verbal communication skills;  and copy-editing skills, with an attention to detail in spelling, grammar, and punctuation
• Excellent organizational and time-management skills, with the ability to prioritize and manage multiple tasks simultaneously. 
• Proficient in Microsoft Office suite and other relevant software applications.
• Ability to exercise sound ju