ADMINISTRATIVE COORDINATOR II Grade 16

Fulton County•Various Locations In Fulton County, GA

1d•Onsite

About The Position

The Administrative Coordinator II serves as the office manager for a large division or department. The role is assigned to the largest and most complex departments, provides analytical support, and functions as a lead worker or supervisor over subordinate clerical staff. Work requires broader knowledge of techniques, information, methods, and organizational procedures, with moderate latitude for judgment and interpretation. The position is in the Public Works Department at 11575 Maxwell Rd, Alpharetta, Georgia. The role coordinates clerical, customer service, and administrative operations; supports management and departmental staff; and serves as a liaison with other departments, County officials, the public, and outside organizations. Duties may include personnel and payroll administration, budget and purchasing support, customer service, meeting and records administration, webpage and social media maintenance, inventory monitoring, research, and operation and basic maintenance of office equipment and computer systems. Other duties may be assigned when similar or related to the classification.

Requirements

Associate's degree.
Five years of progressively responsible secretarial, office administration, customer service, and/or records management experience and/or training; municipal environment experience is preferred.
An equivalent combination of education, training, and experience may qualify if it provides the required knowledge, skills, and abilities.
Ability to demonstrate proficiency in the essential functions and learn, comprehend, and apply County or departmental policies, practices, and procedures.
May require possession and maintenance of a valid State of Georgia Notary Public certification.

Nice To Haves

Bachelor's degree preferred.
Office administration experience in a municipal environment preferred.

Responsibilities

Organize, prioritize, assign, schedule, and monitor clerical staff work; inspect completed work; provide technical assistance; report progress to management; and assist with procedure manual revisions.
Lead and coordinate daily activities of subordinate support and customer service staff, assist with training, and provide input on employee problems, discipline, and performance evaluations.
Serve as a liaison between the department and other departments, County officials, staff, the public, community leaders, outside agencies, and other organizations; convey information and circulate documentation.
Prepare and process personnel and payroll documentation, review timesheets, research discrepancies, track leave, enter payroll data, and maintain confidential personnel records and related files.
Provide administrative and secretarial support, including screening communications, transcribing dictation, preparing and proofreading documents, managing calendars, scheduling meetings, and coordinating travel arrangements.
Process budget and financial management documentation, assist with budget preparation and forecasting, monitor expenditures, prepare revenue reports, process transfers, reconcile records, prepare deposits, and maintain accounts and petty cash.
Process purchasing documentation, verify budget availability, prepare purchase orders, obtain price quotes, order materials, review invoices, research discrepancies, and maintain purchasing records.
Receive, sort, distribute, and process incoming and outgoing documentation, mail, packages, faxes, and other materials; copy and distribute department documents.
Provide customer service in person, by telephone, and by mail; answer questions, resolve complaints, receive and record payments, issue receipts, balance cash drawers, and prepare revenues for deposit.
Support boards, committees, and other meetings by preparing agendas, notices, packets, and minutes; coordinating facilities and equipment; notifying participants; and maintaining official records.
Maintain department webpages, social media, online enrollment, calendars, event and class information, registrations, memberships, rentals, and related reports; assist customers with accounts and site navigation.
Coordinate meeting arrangements, including notices, agendas, room reservations, setup, refreshments, and equipment; attend meetings, record minutes, distribute documentation, and maintain records.
Process departmental documentation and data, maintain activity logs and records, compile information for reports, and file and store hardcopy records.
Maintain department filing systems and records in accordance with retention guidelines, including scanning, retrieving, replacing, and securely destroying documents.
Maintain maps, telephone lists, directories, operating manuals, procedures, and other reference materials; research department files, databases, hardcopy materials, and online sources.
Monitor departmental supplies and forms and request replacements as needed.
Operate computers, scanners, telephones, postage machines, dictation equipment, shredders, two-way radios, and other office equipment; use relevant software; provide user training or technical support; and troubleshoot and perform basic equipment maintenance.
Communicate with internal and external contacts to coordinate work, review progress, exchange information, and resolve problems.