909-Damage Restoration - 2056-909 Admin Coord

Village Management Services•Laguna Woods, CA

1d•$22 - $29•Onsite

About The Position

Under direction, the Administrative Coordinator performs responsible and complex clerical services for a Division Director and relieves the director of administrative detail. The role involves regular contact with other divisions and departments, residents, vendors, outside individuals, and agencies. Direct supervision of others is not normally exercised, although the position may coordinate office paperwork and clerical staff. All duties are performed on-site for the Community, and regular attendance is required. The position performs clerical and specialized office tasks, including composing correspondence, typing reports and other materials, preparing special reports, coordinating work across division work centers and with outside contractors, and processing time-sensitive personnel changes. It also supports budget preparation and account maintenance, maintains complex filing systems, relays important instructions, manages appointments and inquiries, and supports boards and committees by arranging meetings and distributing agendas, materials, and minutes. The coordinator may organize clerical staff for projects and routine work and train staff on company and division procedures. The position also drives to meetings, workshops, and other work-related responsibilities.

Requirements

Graduation from high school, including or supplemented by courses in business science, or an equivalent combination of education and experience.
Considerable experience in business and general clerical work, or an equivalent combination of education and experience.
Knowledge of occupational hazards and job safety precautions.
Knowledge of computers and applicable software programs.
Knowledge of modern office equipment, practices, systems, and procedures.
Knowledge of business practices and procedures.
Ability to take notes and transcribe rapidly and accurately.
Ability to maintain complex records, prepare reports, and answer questions using records.
Ability to compose correspondence.
Ability to read, understand, interpret, and explain rules and regulations.
Ability to relate to the needs and concerns of senior citizens.
Ability to maintain effective working relationships with coworkers and the public and to handle public-relations problems courteously and tactfully.
Ability to keyboard 75 words per minute.
Possession of a valid California driver's license.

Responsibilities

Perform clerical and specialized office tasks for the division and relieve the Division Director of administrative details.
Compose correspondence, type reports and other materials, and prepare special reports.
Coordinate functions among managers of division work centers and services provided by outside contractors.
Prepare time-sensitive personnel changes in coordination with the Department Manager, Division Director, and Human Resources.
Participate in budget preparation and maintain budget accounts.
Establish and maintain complex filing systems.
Relay complex and important instructions and messages.
Maintain appointment schedules, screen and refer callers, and respond to information requests about programs and activities.
Assist with preparing and distributing agendas and supporting materials for boards and committees; contact members, arrange meeting facilities, and transcribe and distribute minutes and related information.
Coordinate office clerical staff for special projects and routine keyboarding and clerical work; may train clerical staff on company and division policies and procedures.
Drive a vehicle to meetings, workshops, and other job-related responsibilities.
Maintain records regarding personnel changes, employee rosters, holiday schedules, purchasing, travel expenses, and related activities.
Work constructively and respectfully with coworkers, customers, and others, including sharing information, considering suggestions, keeping commitments, communicating progress and issues, addressing problems, and respecting workforce diversity.
Maintain regular attendance.