Administrative Coordinator PT

City of Portsmouth•Portsmouth, VA

About The Position

Under general supervision, the Administrative Coordinator provides administrative and technical support, prepares documents and routine correspondence, and coordinates the Chief Financial Officer’s schedule. The position reports to the Purchasing Agent. Individual assignments are determined by the supervisor based on current workload and department needs. The role includes administrative support such as word processing, spreadsheet creation, analytical research and reports, data entry and retrieval, and work requiring interpretation and judgment. The coordinator administers the credit card process; reviews forms and other information for accuracy and compliance with established procedures; drafts routine correspondence; maintains the CFO’s calendar; arranges meetings; and serves as reporter for the Finance department. The role also involves interacting with the public and others to provide or obtain information, responding to inquiries and complaints, explaining policies and procedures, and maintaining filing and record systems. The position requires sound knowledge of city and departmental policies, office practices, and common office software and equipment. It calls for independent judgment, organization, effective communication, confidentiality, tact, and the ability to maintain accurate work and meet deadlines. The physical requirements include operating automated office equipment and occasionally exerting up to 20 pounds of force; the work is described as light, with walking or standing to a significant degree in some circumstances.

Requirements

Associate’s degree in Business, Administration, Computer Applications, a closely related field, or an equivalent combination of education and experience.
Three to five years of responsible administrative office experience, a related field, or an equivalent combination of education and experience.
Acceptable general background check, including local and state criminal history checks.
Considerable knowledge of city and departmental rules, regulations, policies, procedures, organization, and functions.
Knowledge of modern office practices and procedures, arithmetic, spelling, grammar, punctuation, and vocabulary.
Skill operating common office equipment and computer-based word-processing, spreadsheet, and file-maintenance programs.
Ability to make routine managerial decisions independently in accordance with laws, regulations, and city policies and procedures; solve problems and answer questions.
Ability to independently manage and administer projects and programs, and develop or modify work procedures to improve efficiency.
Ability to screen communications, handle or route them appropriately, gather information from varied sources, draft documents, and maintain moderately complex files.
Ability to communicate effectively orally and in writing, make simple presentations, and exercise tact and courtesy with the public.
Ability to maintain confidentiality and effective working relationships.
Ability to meet deadlines, maintain accuracy, exercise judgment, organize work, and work with minimal supervision.
Ability to operate automated office machinery and equipment, including a computer, printer, typewriter, calculator, facsimile machine, copier, and multi-line telephone system.
Ability to exert up to 20 pounds of force occasionally, up to 10 pounds frequently, and negligible force constantly to move objects.

Responsibilities

Provide administrative and technical support, including word processing, spreadsheet creation, research, report preparation, data entry, and data retrieval.
Manage the credit card administration process.
Review forms, data, and other information for accuracy and compliance with established procedures and policies.
Independently draft routine correspondence and prepare documents using prescribed formats.
Organize and maintain the Chief Financial Officer’s calendar and advise of appointments, functions, and deadlines.
Identify meeting requirements and coordinate and arrange meetings.
Serve as reporter for the Finance department.
Interact with the public and others outside the work unit to obtain and provide information and assistance.
Screen and respond to inquiries and complaints as appropriate, and provide information on policies and procedures.
Establish, coordinate, and maintain filing and record systems.
Plan and organize daily work, set priorities, maintain a calendar of meetings and deadlines, and complete assigned work on schedule.
Perform other related work as required.