Administrative Coordinator

City of Grandview Heights•Grandview Heights, OH

3d•Onsite

About The Position

Under general direction of a department head, the Administrative Coordinator performs a variety of clerical duties and office procedures using a moderate degree of independent judgment, along with other related duties as required. The role supports department operations and activities, including workshops, training, special meetings, and exhibitions, and may assist other departments as directed by the Mayor and/or Director of Administration. The position involves preparing materials such as purchase orders, invoices, and correspondence; maintaining and ordering office supplies; receiving visitors and phone calls; filing records; handling mail and packages; and operating office equipment. The coordinator uses office software, including word-processing and spreadsheet applications, and software specific to departmental duties. The role may require occasional travel between City buildings or other work-related locations. Work is primarily performed during regular business hours, Monday through Friday, with occasional evening meetings. The work requires mobility in an office setting, prolonged sitting or standing, occasional bending and reaching, handling light to moderate loads, operating office equipment, and communicating verbally to exchange information.

Requirements

High school diploma or equivalent.
Minimum three years of full-time clerical or administrative experience.
Valid State of Ohio motor vehicle operator's license.
Knowledge of contemporary office practices and procedures.
Knowledge of proper English usage, including grammar, spelling, and punctuation.
Skill in performing varied clerical duties and office procedures using a moderate degree of independent judgment.
Ability to initiate and draft routine correspondence.
Ability to develop and maintain effective working relationships with associates, officials, and the general public.
Ability to maintain accurate records and reports.
Ability to research files and records to obtain information and data required by a supervisor.
Ability to arrange and provide necessary materials for public meetings and training sessions.
Ability to legally operate a motor vehicle.

Responsibilities

Perform department-specific clerical duties and office procedures using a moderate degree of independent judgment.
Prepare purchase orders, invoices, correspondence, and other materials.
Maintain an inventory of office supplies and other materials, and order supplies when necessary.
Receive visitors and phone calls.
File documents and records.
Handle incoming and outgoing mail and packages as needed.
Operate a copier, phones, and other office equipment as needed.
Use office software, including word-processing and spreadsheet applications, as well as software specific to departmental duties.
Occasionally drive between City buildings or other locations as directed in connection with work duties.
Maintain licenses and certifications as required, if any.
Maintain regular and predictable attendance and meet applicable job safety requirements and standards.
Support department-sponsored activities, including workshops, training, special meetings, and exhibitions.
Assist other departments as directed by the Mayor and/or Director of Administration.
Initiate and draft routine correspondence; maintain effective working relationships; maintain accurate records and reports; research files and records; arrange and provide materials for public meetings and training sessions; and legally operate a motor vehicle.