Administrative Coordinator I/II/III

James City County•Williamsburg, FL

2d•$42,758 - $75,955

About The Position

Performs responsible clerical and technical work for Real Estate Assessment, records management, customer service, secretarial duties, and assisting appraisers. There are three levels of Administrative Coordinator distinguished by the level of work performed and the qualifications of the employee. Administrative Coordinator I I: $42,758 - $66,196 / year DOQ Administrative Coordinator II: $45,695 - $70,898 / year DOQ Administrative Coordinator III: $48,856 - $75,955 / year DOQ

Requirements

Any combination of education and experience equivalent to a high school diploma; some college course work in administrative support, business management, real estate, or public service preferred; and, considerable experience in clerical work which shall have included interaction with the public, data entry, and automated record keeping, preferably in the real estate field.
Must possess reliable transportation to work site(s).
Knowledge of data entry, personal computer software applications, and related equipment including spreadsheet, word processing, data management, and GIS applications; grammar, punctuation, spelling, and math; knowledge of standard office practices and procedures, equipment, and clerical techniques; and knowledge of assessment and appraisal operations.
Skill in use of computer software including Microsoft Office Suite.
Ability to exercise judgment in reading and interpreting maps, blue prints, drawings, plans and specifications; use computer aided sketch program; effectively and independently communicate policies, procedures, and services of the department with taxpayers and the public; maintain complex records, assemble and organize data, and prepare reports from such records; communicate in clear, concise and courteous manner, even in difficult situations; organize, file and retrieve records and documents used in the assessment process; operate general office equipment establish and maintain effective working relationships with staff and with the public.

Responsibilities

Performs electronic records management duties which include preparation, maintenance, and retrieval of real property information; inputs and extracts data accurately; records inspections, ownership changes, transactions, valuation updates, etc., as necessary; researches records including microfiche and scanned records; verifies and maintains accuracy of real estate microfiche chronicles.
Reconciles department credit card accounts and acts as the department liaison to the Accounting Office; verifies accuracy and invoices and maintains budgetary record on a daily basis; orders office supplies and equipment for the department.
Develops custom reports for internal and external customers involving complex formulas and report writing skills; identifies needs, answers questions, and provides information to the public and other County departments; develops custom reports, listings and labels either in hard copy form or on floppy disks. Prepares reports with GIS applications.
Assists customers by telephone, in person and by correspondence concerning real estate records, the assessment process, inspections, property information, zoning, assessed values, and other facts and information; assists customers in accessing and interpreting research material available in the office and on the Real Property Internet site; operates standard office equipment including word processors to produce letters, memoranda, report forms, working from rough drafts, handwritten notes, oral instructions or established procedures.
Performs duties of the Real Estate Information Specialist, including research on real estate transactions at the Clerk of Court’s Office, in the incumbent’s absence; reads and interprets blue prints, building permit information, site plans, subdivision plats and tax maps; interprets and applies established policies, standards, and procedures where precedents have been established.
Receives and distributes mail; schedules appointments and meetings; and makes travel arrangements when needed; provides assistance in scheduling and arranging meetings of the Board of Equalization; responsible for handling all aspects of departmental travel arrangements, vouchers, and reconciliation; transcribes minutes of Board of Equalization meetings; prepares information for submittal to County Board of Supervisors; composes and submits newspaper notices of such meetings.
Performs other duties as assigned.