Office Coordinator - Road Department

Posting number: 202600146

Department: Road Department

Job classification: Office Coordinator - Road Department

Posting type: Open

Categories: Administrative Assistant, Clerical & Data Entry, Office and Administrative Support

Summary

Under the supervision of the Managing Director, or their designee, is responsible for providing high-level administrative support and assistance to the Managing Director and other assigned leadership staff. Provides secretarial and administrative tasks, while assisting with the monitoring of department processes and projects. Serves as the departmental communication liaison and communicates with citizens, government officials, and media outlets. Requires a high-level of skill in office administration, clerical procedures and recordkeeping systems. Provides accounting, clerical and administrative support. Maintains departmental files and vendor contracts. Assists with maintaining the Road Department’s website, scheduling meetings and responding to Freedom of Information Act (FOIA) requests.

Examples of duties

1. Acts as the confidential administrative assistant to the Managing Director by preparing internal and external communications and reports, maintaining confidential records for commercial driver licenses, coordinating the random drug testing program, attending labor contract negotiations, and participating in employee disciplinary meetings.
2. Performs secretarial duties such as preparing Board resolutions and memos, filing, typing letters and email correspondence, proofreading, making copies, taking meeting minutes, creating reports, issuing public meeting notices, assisting with creating public meeting presentations and other clerical functions. Uses a variety of software programs, including Word, Excel and PowerPoint.
3. Schedules meetings, reserves external meeting locations, sets up virtual meetings, and accommodates auxiliary aids and services for public meetings. Records, transcribes and distributes meeting minutes. Works with the Managing Director to follow-up on tasks assigned at meetings. Monitors work projects and deadlines. May attend meetings in-lieu of the Managing Director or other staff when scheduling conflicts occur.
4. Assists with the administration and required record keeping for various statutory programs, such as hazardous materials, worker safety, Americans with Disabilities Act and commercial driver licensing.
5. Coordinates data collection for grants, reports, charts, brochures, handbooks and projects.  Provides staff with preliminary background information as requested. Compiles large amounts of data into concise reports and charts, creates brochures and fliers, and assists with developing policies and policy manuals. Monitors publications on topics related to the Road Department.
6. Serves as the Freedom of Information Act (FOIA) coordinator for the Road Department.  Receives FOIA requests, determines if the information is available and provides the information pursuant to the Act.
7. Performs various accounting functions. Verifies invoices and processes documentation for Managing Director signature. Tracks departmental expenditures. Provides financial analysis to the Managing Director in preparation for budget meetings.
8. Acts as liaison with the Human Resources Department to post vacancies, schedule interviews, prepare interview packets, process applications, and maintain confidentiality of records. Aids with new employee orientation and training.
9. Coordinates Road Department functions, such as the Employee Appreciation lunch, potlucks, touch-a-truck events, parades, and booth displays. Prepares a quarterly newsletter.
10. Assists and temporarily performs the duties of the Reception and Public Information Coordinator during breaks and absences. Duties include answering the phone, directing calls, taking service requests, providing customer support for visitors, and responding to general questions regarding department processes and projects.
11. Manages the execution and tracking of contracts.   Provides and obtains information from Legal Counsel, Board of Commissioners, Board Director, County Clerk, vendors, government agencies and others.
12. Acts as the communication liaison with the Engineering and Operations Departments, county departments, county commissioners, internal staff, citizens, government officials, media outlets and others. May provide statements and interviews with media on behalf of the Managing Director or other staff.
13. Maintains and updates the Road Department’s website, Facebook and/or other social media sites.
14. Prepares and distributes news releases, construction and maintenance project updates, and various other public information releases, as requested, for Road Department employees, retirees, customers,