Job Description
JOB The Administrative Coordinator functions as the lead administrative support and contact person for a Director, Chief or other member of the Management Team and is responsible for handling matters of a sensitive and/or confidential nature. Employees in this classification must possess a broad working knowledge of established procedures, departmental guidelines, legal requirements, and regulatory standards applicable to the specific area of assignment. EXAMPLE OF DUTIES Performs high-level administrative and technical work in training, motivating, managing and supervising office staff in daily office administration.Performs personnel administration activities for the department such as maintaining performance evaluations, scheduling interviews, processing personnel transactions and managing personnel records. Gathers, interprets and prepares data for studies, reports, public records requests, etc.Maintains and communicates current knowledge and information regarding Village policies, programs, processes and procedures to staff as well as the general public and routinely utilizes social media in the handling of external communications. Assists management in addressing departmental goals and objectives, e.g., achieving performance goals, adhering to budgetary and fiscal controls, maintaining appropriate staffing levels, etc.Establishes and complies with guidelines and procedures for administrative support protocols, i.e., processing correspondence, maintaining hard copy and electronic file systems, maintaining work order and safety records, managing records retention, etc. Maintains and updates departmental resources such as policies, programs and procedures; manuals and handbooks; and newsletters, calendars, and public service announcements.Composes moderately to highly complex correspondence for management signature(s).Coordinates various activities and initiatives, e.g., preparations for workshops, meetings, seminars, presentations, special events, etc.Responds to inquiries and complaints from the general public; provides information based on extensive knowledge of programs and activities applicable to the assigned department; and resolves issues when feasible.Maintains confidentiality and discretion with respect to department and related Village business matters and may make decisions in the absence of management within established guidelines and scope of authority.Provides assistance and/or back-up for all office support functions as directed or needed, i.e., answering telephones, opening/distributing mail, ordering supplies, initiating work or purchase orders, authorizing payment for items received, etc. (The above list of essential functions is not meant to be all inclusive. Other duties may be required and assigned.) SUPPLEMENTAL INFORMATION PHYSICAL REQUIREMENTSTasks involve the ability to exert light physical effort in sedentary-related work and may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 15 pounds). Tasks may involve extended periods of time at a keyboard or workstation. ENVIRONMENTAL REQUIREMENTSWork is performed in normal office conditions with occasional exposure to adverse environmental factors.