Administrative Coordinator - Inspections

City of Cape Girardeau • Cape Girardeau, MO

1d

About The Position

This position is responsible for performing administrative, technical, and community relation duties and coordination in support of department operations.

Requirements

• Knowledge of office management practices and procedures.
• Knowledge of accounting techniques.
• Skill in organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.
• Skill in reading and interpreting contract law and grant information
• Skill in the use of computers, various and specialized software programs, and other standard office equipment.
• Skill in supervising and training personnel.
• Skill in recording and composing minutes and correspondence.
• Skill in oral and written communication.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with a certification or Associate Degree in related field or five (5) years of experience related to administrative support, payroll and personnel practices and procedures.

Responsibilities

• Trains, assigns, schedules, directs, supervises, and disciplines personnel.
• Supervises daily office activities to maintain a consistent customer service focused office staff for the distribution of accurate information and services.
• Responsible for responding to records request under the Sunshine Law.
• Provides administrative support for the department including preparation of memoranda, letters, notices, reports, power point presentations, and other related materials.
• Establishes and maintains personnel records for the department to include specific documentation for Position/Wage Change forms, Specialty Pay, Miscellaneous Leave Requests, Time Off Incentives, Demographic Changes, etc.
• Updates and maintains accurate employee roster for distribution within the Inspections Department to include assigned employee numbers for work order purposes.
• Coordinates employee training for required certifications, continuing education and general instruction.
• Established record keeping of expiration dates, renewal dates, and tracking of trainings received.
• Trains employees on TimeWorks Plus Employee mobile app, finger print scanner, SwipeClock, website for clocking in/out, requesting leave time, reviewing and approving time cards.
• Assist with managing department payroll; completes review of payroll bi-weekly, edits time cards, corrects missed punches, generates payroll reports as requested, monitors leave time available and ensures correct usage of leave time.
• Monitors payroll systems for employee wages and positions changes.
• Aides in managing the budget for the department through Munis and is the main point of contact for purchase within the department.
• Assists with the hiring process for new employees to the Inspections Division.
• Serves as a backup to the Inspection Specialist position as needed.
• Coordinates conference registrations and travel arrangements including but not limited to P-Card usage and authorization, booking airfare, reserving hotels, per diem, ground transportation, reimbursement, and providing or processing all required documentation and/or agendas.
• Performs other related duties as assigned.

Benefits

• Benefit package includes health, dental, and life insurance provided, retirement pension plan provided, paid vacation leave, paid sick leave, and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree