Administrative Coordinator I (PT)

City of Portsmouth • Portsmouth, VA

4d • Onsite

About The Position

Under close supervision, performs a variety of routine clerical functions in support of departmental activities and social service programs. The incumbent types and copies a variety of correspondence, forms and reports. The employee utilizes computerized data entry equipment to prepare and maintain a variety of departmental records. Work involves considerable public contact in greeting visitors and answering telephones, receiving inquiries and routing communications. Responsibilities include maintaining departmental payroll records, filing systems, and sorting and distributing incoming mail.

Requirements

• Graduation from high school and 1 to 2 years of administrative work experience; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.
• Knowledge of modern office practices and procedures.
• Knowledge of arithmetic, spelling, grammar, punctuation and vocabulary.
• General knowledge of the policies and procedures, organization and function of the department.
• Skilled in the operation of common office equipment, including popular computer-based word processing, spreadsheet and file maintenance programs.
• Able to screen communications and, based on content, handle independently or route to proper source.
• Able to correct spelling, grammatical, punctuation and typing errors.
• Able to use independent judgment in organizing and establishing format.
• Able to gather information from a variety of sources and draft documents.
• Able to establish and maintain moderately complex files.
• Able to communicate effectively orally and in writing.
• Able to exercise tact and courtesy in frequent contact with the general public.
• Able to establish and maintain effective working relationships as necessitated by work assignments.
• Must be physically able to operate a variety of automated office machinery and equipment including computer, printer, typewriter, calculator, facsimile machine, copier, multi-line telephone systems, etc.
• Must be able to exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
• Ability to compare and/or judge the readily observable, functional, structural or composite characteristics (whether similar or divergent from obvious standards) of data, people or things.
• Ability of speaking and/or signaling people to convey or exchange information. Includes receiving instructions, assignments or directions from superiors.
• Ability to read a variety of correspondence, forms, reports, invoices, checks, statements, records, etc.
• Ability to prepare correspondence, forms, reports, payment requests, financial documents, payroll records, charts, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction and style.
• Ability to speak to people with poise, voice control and confidence.
• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions; to deal with problems involving a few concrete variables in or from standardized situations.
• Ability to record and deliver information, to explain procedures, to follow oral and written instructions.
• Must be able to communicate effectively and efficiently in standard English and possess a basic working knowledge of accounting, clerical and computer operation terminology.
• Ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages.
• Ability to inspect items for proper length, width and shape.
• Ability to coordinate hands and eyes rapidly and accurately in using office equipment.
• Ability to handle a variety of items such as office equipment. Must have minimal levels of eye/hand/foot coordination.
• Ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear.) Must be able to communicate via telephone.
• An acceptable general background check to include a local, and state criminal history check and sex offender registry check.
• Individuals in this position cannot be listed as having a founded child abuse or neglect complaint.
• A valid driver’s license with an acceptable driving record.

Nice To Haves

• Experience in a behavioral health environment is preferable.

Responsibilities

• Types materials from typed or handwritten copy or dictation, which requires use of a variety of formats for preparing correspondence, memoranda, reports, schedules, records, etc.; assumes responsibility for correctness of spelling, punctuation, grammar, and format.
• Utilizes computerized data entry equipment and various word processing, spreadsheet and/or file maintenance programs to enter, store and/or retrieve information as requested or otherwise necessary; establishing files and modifying existing files; and sorts and distributes incoming mail; requisitions and maintains office supplies.
• Answers telephone and greets visitors; receives inquiries and complaints, providing information based on general knowledge of programs and activities, or referring callers to appropriate personnel as necessary; routes messages for department personnel as necessary.
• Establishes and maintains a variety of tangible files, filing, and retrieving information as requested or otherwise necessary; prepares photocopies of various documents.
• Creates client records and makes labels.
• Maintains calendars and schedules appointments; conducts orientation informing clients of their rights and responsibilities while receiving services; receives applicants and maintains documentation of service.
• Prepares payment requests for program services and operational materials; prepares payroll for departmental employees; leave and compensatory time reports; maintains payroll, and maintains personnel files; prepares billings; verifies sign-ins, tabulates time, enters computer billing, balances, authorizes, and posts.
• Performs other duties as assigned. Individual assignments will be determined by supervisor based on current workload and department needs.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED