Admin Services Coordinator - FACS

Mt Thompson South Carolina•Mount Pleasant, SC

About The Position

The Administrative Services Coordinator performs a variety of complex administrative, records retention, financial, and secretarial duties to assist the Chief Financial Officer and the Finance and Corporate Services Department. ESSENTIAL JOB FUNCTIONS: Provides administrative support functions to the Chief Financial Officer and Finance and Corporate Services (FACS) Department; prepares correspondences, presentations, screens calls, maintains appointment calendar, and makes travel arrangements. Serves as the timekeeper for the Administrative Services Department. Prepares and enters information for purchase requisitions; determines the appropriate budgetary account and oversees the departmental budget. Serves as the Town’s Records Manager and administers the Town Public Records Program. Establishes and develops standards, procedures, techniques, and schedules for the proper and efficient management of town records pursuant to State Statute and Town Ordinance. Assists Department Managers and Records Coordinators in records surveys, schedule development and approval, training, and recordkeeping activities. Prepares and updates the Records Manual detailing public records policy and procedures of the town. Performs a wide range of secretarial duties including typing, filing, sorting/faxing/mailing of materials, and scheduling of meetings for Department staff. Responsible for the minutes of Town Council’s Finance, Budget, and Bids and Purchases Committees. Produces, independently, necessary correspondence, creates and manipulates spreadsheet files, and prepares presentation materials to support Department work products. Orders and maintains adequate office supplies for all department staff. Maintains records in sortable and easily retrievable formats to comply with regulations and FOIA requests. Receives and tracks lawsuits and legal bills and processes invoices. Performs other duties as directed.

Requirements

Associate Degree and three (3) years of work experience in an office setting
Records management experience preferred
Or equivalent combination of education and experience
Valid SC Drivers License
Highly proficient in Microsoft Word, Excel, and PowerPointKnowledge of department practices and services provided
Principles and practices of records management, including records retention laws and implementation of electronic document management and imaging systems; principles and practices of manual and computerized records and information management systems
Records management best practices
Skill in the use of providing excellent verbal and written communicationSkill in data processing
Ability to maintain confidentiality of sensitive information
Ability to accurately interpret, apply and implement, explain and enforce statutes, requirements, policies and procedures
Ability to manage and organize tasks and records in a detailed and effective manner
Ability to establish effective working relationships

Nice To Haves

Records management experience preferred

Responsibilities

Provides administrative support functions to the Chief Financial Officer and Finance and Corporate Services (FACS) Department
Prepares correspondences, presentations, screens calls, maintains appointment calendar, and makes travel arrangements.
Serves as the timekeeper for the Administrative Services Department.
Prepares and enters information for purchase requisitions
Determines the appropriate budgetary account and oversees the departmental budget.
Serves as the Town’s Records Manager and administers the Town Public Records Program.
Establishes and develops standards, procedures, techniques, and schedules for the proper and efficient management of town records pursuant to State Statute and Town Ordinance.
Assists Department Managers and Records Coordinators in records surveys, schedule development and approval, training, and recordkeeping activities.
Prepares and updates the Records Manual detailing public records policy and procedures of the town.
Performs a wide range of secretarial duties including typing, filing, sorting/faxing/mailing of materials, and scheduling of meetings for Department staff.
Responsible for the minutes of Town Council’s Finance, Budget, and Bids and Purchases Committees.
Produces, independently, necessary correspondence, creates and manipulates spreadsheet files, and prepares presentation materials to support Department work products.
Orders and maintains adequate office supplies for all department staff.
Maintains records in sortable and easily retrievable formats to comply with regulations and FOIA requests.
Receives and tracks lawsuits and legal bills and processes invoices.
Performs other duties as directed.