Administrative Coordinator III - City of Winter Park

GENERAL PURPOSE:

The Administrative Coordinator III performs routine and complex administrative work in the assigned division or department. This position accomplishes a variety of administrative and clerical support functions such as responding to telephone inquiries, processing of paperwork, maintenance of department files, and distribution of mail to support office operations. This work is performed under intermediate supervision – incumbent performs a variety of routine work within established procedures with some latitude in the use of independent judgment and receives detailed instructions on new assignments. This work is reviewed periodically through observation and review of accuracy and results achieved.

ESSENTIAL FUNCTIONS:

NOTE: The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position or to reasonably accommodate individuals with disabilities.

Accept, review, process, prepare, and distribute necessary paperwork such as payments, fees, permit applications, property records, bank deposits, legal documents, purchase orders, reimbursement requests, and/or building plans, etc. using necessary software and established standard operating procedures.

Compose and type routine memoranda, letters, correspondence, and other technical data from dictation or rough drafts; conduct research to prepare various regular and special reports.

Maintain and prepare department files, forms, records, databases, operational/budgetary data, and calendars and schedule appointments and meetings; Ensure accurate filing and retention of department administrative records in compliance with local, state and federal laws.

Prepare payroll and maintain performance and attendance records.

Conduct inventory of materials, supplies, and equipment and follow proper purchasing policy to replenish as needed.

Provide full administrative support to a City advisory board, including planning, recordkeeping, and scheduling.

Open, sort, and distribute incoming mail and prepare and send outgoing mail.

Coordinate flow of information between divisions, other departments and the general public; receive and solve routine customer questions, complaints and/or problems.

Assist in the planning, implementation, and documentation of scheduled events, meetings, travel arrangements, and other initiatives as necessary.

Perform other work as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Working knowledge of departmental and municipal rules, regulations, policies, and procedures.

Working knowledge of modern office terminology, methods, practices and procedures, business English, spelling, punctuation, formatting correspondence, and applicable laws and best practices related to records retention.

Working knowledge of basic mathematics.

Skill in the operation of modern office equipment, computers, and software, including Microsoft Office applications (Word, Excel, PowerPoint, etc.).

Ability to complete tasks in a timely manner, multi-task, organize work load, meet deadlines, follow-up and take tasks to completion.

Ability to maintain focus and flexibility with frequent interruptions; ability to follow up and monitor status of ongoing projects.

Ability to establish and maintain effective relationships with employees, supervisors, city officials, and the general public.

Ability to communicate information tactfully and impartially, both in person and in writing with all staff, city officials, and the general public.

Ability to demonstrate proficiency in the City of Winter Park Core Competencies.

Ability to understand and follow oral and written instructions and keep accurate records.

This position is performed with working knowledge – incumbent has the ability to recall and apply important/commonly-used information from relevant source documents or in a particular subject field, has access to reference documents when necessary.

MINIMUM QUALIFICATIONS:

High School Diploma or equivalent; supplemented by a minimum of five years of experience in an administrative support function.

An equivalent combination of education, training and experience, which provide the necessary knowledge, skills and abilities and other competencies required for the position may be considered.  

OTHER REQUIREMENTS:

Physical

This is light work requiring the exertion of 0 – 20 pounds of force occasionally and 0 – 10 pounds of force frequently to lift, carry, push, pull, and reposition objects.

Ability to traverse about an ADA accessible office setting, with or without reasonable accommodation.

Ability to remain stationary at a keyboard for extended periods of time and continuously operate a computer and other office productivity machinery, such as a calculator, copy machine, and printer.

Ability to manipulate objects and demonstrate small, precise movements repetitively.

Environmental

Tasks are regularly performed in an office setting without frequent exposure to adverse environmental conditions.

Sensory

Tasks require the manipulation of objects and demonstration of small, precise movements, the ability to detect and distinguish various features of one’s surroundings, and the ability to effectively communicate and exchange information with others.

The job description does not constitute an employment agreement between the City and employee and is subject to change at any time by the City as the needs of the City and requirements of the job change.