Administrative Coordinator-IT

City of Winter Park•City of Winter Park, FL

1d•Onsite

About The Position

The Administrative Coordinator I, II, and III performs routine and complex administrative work for the assigned department or division. This position accomplishes a variety of administrative and clerical tasks such as responding to telephone inquiries, processing paperwork, maintenance of department files, and distributing mail to support office operations. This work is performed under close supervision – the incumbent is assigned duties according to specified procedures and receives detailed instructions; work is checked frequently and is reviewed through observation and review of results achieved.

Requirements

General knowledge of departmental and municipal rules, regulations, policies, and procedures.
General knowledge of basic mathematics.
General knowledge of modern office terminology, methods, practices, and procedures, business English, spelling, punctuation, formatting correspondence, and applicable laws and best practices related to records retention.
Skill in the operation of modern office equipment, computers, and software, including Microsoft Office applications (Word, Excel, PowerPoint, etc.).
Ability to complete tasks in a timely manner, multi-task, organize workload, meet deadlines, follow up, and take tasks to completion.
Ability to maintain focus and flexibility with frequent interruptions; ability to follow up and monitor the status of ongoing projects.
Ability to establish and maintain effective relationships with employees, supervisors, city officials, and the general public.
Ability to communicate information tactfully and impartially, both in person and in writing with all staff, city officials, and the general public.
Ability to demonstrate proficiency in the City of Winter Park Core Competencies.
Ability to understand and follow oral and written instructions and keep accurate records.
High School Diploma or equivalent; supplemented by a minimum of one year of experience in an administrative support function (for Administrative Coordinator I).
High School Diploma or equivalent; supplemented by a minimum of two years of experience in an administrative support function (for Administrative Coordinator II).
High School Diploma or equivalent; supplemented by a minimum of five years of experience in an administrative support function (for Administrative Coordinator III).

Nice To Haves

This position is performed with general knowledge – the incumbent is generally familiar with the information contained in relevant source documents or information in a particular subject field and has the ability to use relevant sources to obtain specific or supplemental information.

Responsibilities

Accept, review, process, prepare, and distribute necessary paperwork such as invoices, fees, applications, records, purchase orders, reimbursement requests, and/or other tasks of an administrative nature.
Compose and type routine correspondence and other technical and administrative data.
Conducts research to prepare various regular and special meetings and reports.
Maintain department files, forms, records, and calendars and schedule appointments and meetings; Assist in the setup of scheduled events as necessary.
Assist with general payroll and attendance records.
Conduct inventory of materials, supplies, and equipment, and follow proper purchasing policy to replenish as needed.
Open, sort, and distribute incoming mail and prepare and send outgoing mail.
Respond to telephone inquiries and complaints; assist and/or direct callers and visitors to the appropriate personnel or department.
Provide full administrative support to a City advisory board, including planning, recordkeeping, and scheduling.
Coordinate flow of information between divisions, other departments and the general public; receive and solve routine customer questions, complaints and/or problems.
Assist in the planning, implementation, and documentation of scheduled events, meetings, travel arrangements, and other initiatives as necessary.
Perform other work as assigned.