909-Damage Restoration - 2056-909 Admin Coord

Village Management Services•Laguna Woods, CA

2d•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 details. The position involves regular contact with other divisions and departments, residents, vendors, outside individuals, and agencies. The role does not normally supervise others, but may coordinate office paperwork and clerical work. All duties are performed on-site for the Community. Regular attendance is required, and the employee drives to meetings, workshops, and other job-related responsibilities. The position performs clerical and specialized office tasks, prepares correspondence and reports, coordinates work between division work centers and outside contractors, handles time-sensitive personnel changes, supports budgeting and recordkeeping, and manages schedules and information requests. It also supports boards and committees by preparing meeting materials, arranging facilities, and transcribing and distributing minutes. The employee may coordinate office clerical staff on projects and routine tasks and may train clerical staff on company and division policies and procedures. The employee is expected to work constructively with coworkers, customers, and others; communicate progress and issues; address problems professionally; and respect workforce diversity. The work takes place in a climate-controlled indoor office and may involve normal outdoor elements. Physical tasks include frequent talking, hearing, and hand use; prolonged sitting and keyboard work; and occasional kneeling, pushing, pulling, stooping, and lifting or carrying up to 10 pounds.

Requirements

Graduation from high school, including or supplemented by courses in business science.
Considerable experience in business and general clerical work, or an equivalent combination of education and experience.
Ability to keyboard 75 words per minute.
Possession of a valid California driver's license.
Knowledge of occupational hazards and job safety precautions.
Knowledge of computers and applicable software programs.
Knowledge of modern office equipment, practices, systems, and procedures, and of business practices and procedures.
Ability to take notes and transcribe them rapidly and accurately.
Ability to maintain complex records, prepare reports, and answer questions from 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.

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 and records.
Relay complex and important instructions and messages.
Maintain appointment schedules, screen and refer callers, and respond in detail to information requests about programs and activities.
Assist with preparing and distributing agendas and supporting materials for boards and committees.
Contact meeting participants, arrange meeting room facilities, and transcribe and distribute minutes and related information.
Coordinate office clerical staff for special projects and routine keyboarding and clerical functions.
May train clerical staff on company and division policies and procedures.
Drive to meetings, workshops, and other job-related responsibilities.
Maintain records related to personnel changes, employee rosters, holiday schedules, purchasing, travel expenses, and related activities.
Work constructively with coworkers, customers, and others, keep them informed of progress and issues, and address problems courteously and professionally.