Administrative Coordinator

J  o  b    D  e  s  c  r  i  p  t  i  o  n

Job Information

Title:

Administrative Coordinator

Market Range:

MR15

Approved Date:

1/1/1900 12:00:00 AM

FLSA:

Non-Exempt

EEO Code:

ADMINISTRATIVE SUPPORT

Career Level:

C3

Career Level Description:

Core Services Level 3

Job Code:

100009

Job Family:

General Management

Sub Family:

Business Administration

Primary Purpose

Provides oversight, administrative, vendor and compliance support for specialized programs or services within a Department. Works with, reviews and monitors vendors and financial transactions. Provides expertise in organizational development, policy interpretation and support, project development, implementation and evaluation and the facilitation of training opportunities. This role does not formally supervise but may provide leadership to and day-to-day management of other staff. May also coordinate information technology system and helpdesk support.

•

Plans, schedules and supervises program functions specific to a Department  or program area which may include coordinating information technology system support and/or managing special projects.

1

20%

•

Manages and/or approves work orders, supply orders, contract changes and equipment needs. Verifies and processes requests for payment, requisitions and general employee forms.

3

10%

•

Inspects work progress and researches information. Conducts audits of systems, files, transactions and budgets to ensure contractual and financial compliance. Prepares reports and retains documentation of findings.

4

15%

•

Evaluates and recommends improvements to processes and systems. Instructs and assists employees on equipment use and general information.

5

15%

•

Manages grant activities and/or procures funding and responds to grant proposals. Manages expenditures and monitors all budget activities.

2

20%

•

Determines needs for programs and/or training opportunities, establishes priorities and delivers or facilitates the providing of information to staff, clients and community groups. Researches and analyzes information, develops programs and evaluates feedback.

6

20%

Position(s) may perform other duties in addition to the above as assigned by management.

*IMPORTANT* In the event of an emergency, as determined by the County Manager or designee, participation in preparedness and response operations should be expected. Employee may be required to fill a temporary assignment in a role different from standard duties, work hours and/or work location in preparation for, during and after the emergency. Employee may also be required to participate in relevant exercises and regular preparedness training.

Career Level Dimensions

Career Level:

C3

Career Level Description:

Core Services Level 3

•

Works to deliver day-to-day objectives that directly impact the achievement of results for the Work Group.

•

Work consists of tasks that are typically not routine.

•

Works independently under limited supervision, applying discretion when required.

•

Responsible for recommending adjustments to processes or systems that improve the effectiveness of the Work Group.

•

May be required to apply discretion within broad operational boundaries and procedures.

•

Communicates within and outside Work Group to obtain information or explain practices and policies.

•

Responsible for providing, guidance, coaching, and training to lower-level support employees.

•

Requires broad knowledge of operational systems and practices typically gained through extensive experience, technical training, and/or advanced education.

Qualifications

•

Associate's degree

•

Two years of job-related experience

•

Equivalent education and experience are accepted

•

Considerable knowledge of the program area

•

Working knowledge of the principles and practices of public administration and business administration

•

Some knowledge of personnel policies and practices

•

Some knowledge of accounting principles and practices

•

Ability to exercise judgment and discretion in applying and interpreting policies and procedures

•

Ability to understand and carry out oral and written instructions

•

Ability to establish and maintain effective working relationships with associates, officials and the public

An individual must be able to perform each essential duty satisfactorily to perform this job successfully. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies

Analysis

Examines data to grasp issues, draw conclusions, and solve problems.

Communication

Creates an atmosphere in which timely and high-quality information flows smoothly up and down, inside and outside of the organization; encourages open expression of ideas and opinions.

Good Judgment

Makes decisions authoritatively and wisely, after adequately contemplating various available courses of action.

Initiative

Does more than is required or expected in the job; does things that no one has requested that will improve or enhance products and services, avoid problems, or develop entrepreneurial opportunities. Plans ahead for upcoming problems or opportunities and takes appropriate action.

Organizational Understanding

Understands agendas and perspectives of others, recognizing and effectively balancing the interests and needs of one's own group with those of the broader organization.

Project or Program Management

Structures and directs others’ work on projects or programs.

Integrity

Act with honesty, transparency and respect in our interactions with co-workers and those we serve. Adhere, without exception, to laws, policies, procedures and professional standards.

Accountability

Establish high-quality standards for work. Add value. Measure results and hold self and others accountable for making progress toward desired outcomes. Take a logical and data-driven approach to decision-making.

Diversity

Believe that different backgrounds and experiences strengthen the organization and produce better results. Value inclusion across race, gender, age, religion, identity and experience, and strive to reflect in our workforce the diversity of our community.

Collaboration

Foster a work culture in which different ideas and opinions are encouraged and expected. Listen carefully and speak thoughtfully. Work together toward shared goals with mutual respect and cooperation.

Continuous Improvement

Continuously improve work processes and products. Provide a safe environment to be innovative and creative and try new things. When things don't go as planned, use it as an opportunity to learn, regroup and begin again. Provide time and resources for individuals to grow and develop both personally and professionally.

Wellness

Take proactive steps to be physically fit and healthy, emotionally strong, financially secure and socially fulfilled, while inspiring and empowering others to do the same.

Service Orientation

Commit to making a difference within the community. Actively engage in and enjoy our work. Deliver services that exceed expectations, with courtesy, politeness and sensitivity to the experiences, concerns and feelings of all co-workers and customers.

ADA Checklist

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Standard ADA Selection:

Office Environment

Standing

X

Walking

X

Sitting

X

Lifting/Carrying 0-10 pounds

X

Lifting/Carrying 10-20 pounds

X

Lifting/Carrying 20-50 pounds

X

Lifting/Carrying 50-100 pounds

X

Pushing

X

Pulling

X

Climbing

X

Balancing

X

Stooping

X

Kneeling

X

Crouching

X

Crawling

X

Reaching

X

Handling

X

Grasping

X

Fingering

X

Feeling

X

Talking

X

Hearing

X

Visual Perception

X

Repetitive Motions

X

Eye/Hand/Foot Coordination

X

Memorization/Concentration

X

Learning/Knowledge Retention

X

Preparing/Analyzing Numerical Figures

X

Use of Interfaced Commmunication Devices (Phone, Computer, Radio etc.)

X

Analyzing/Examining/Testing Data

X

Emotional/Behavioral Self-Regulation

X

Interacting with Others

X

Comprehension

X

Organization

X

Decision Making

X

Comprehension

Organization

Decision Making

Communication

Extreme cold

X

Extreme heat

X

Humid

X

Wet

X

Noise

X

Hazards

X

Temperature Change

X

Atmospheric Conditions

X

Vibration

X

Computers/Monitors

X