Administrative Coordinator

About the position

Administrative Coordinators are front line administrative or customer service support personnel. This position contributes to the day-to-day operation of the Community Development Department. This position performs moderately complex administrative assignments involving a wide variety of independently performed tasks.

Responsibilities

• Creates work orders; closes and reviews work orders.
• Provides customer service to both staff and the public.
• Maintains databases and performs data entry into management software.
• Schedules conference rooms and coordinates meetings.
• Makes travel and training arrangements for employees.
• Collects data, analyzes, and produces reports.
• Composes, types, edits, and prepares various correspondence such as memos, letters, presentations, and other documents/reports.
• Provides analysis to staff and others as requested.
• Coordinates repair and maintenance of facilities.
• Generates purchase orders and purchase requisitions.
• Coordinates and researches departmental grants to support the ongoing needs and mission of the organization.
• Assists with processing and reconciling invoices.
• Reconciles P-Cards for assigned area.
• Monitors related contracts; obtains W-9s from vendors to send to Finance.
• Enters payables requests into accounts payable system.
• Researches and resolves disputes for invoices; enters and pays invoices through accounts payable system.
• Maintains complex sets of records, files, and other official documents.
• Creates forms and templates as requested.
• Orders and maintains office supplies; orders and maintains fuel cards.
• Answers phones and assists callers; collects, receives, and distributes mail.
• Keeps current on operational knowledge of a variety of office equipment.
• Train and supervise administrative staff, including evaluation of performance.
• Performs other duties as assigned.

Requirements

• High school diploma or equivalent.
• Three (3) years of full-time computer and administrative experience.
• Experience in providing public relations and customer service.
• Experience in performing basic accounting or business practices.
• Possess a valid Arizona driver's license.
• Types at least 50 words per minute (wpm).

Benefits

• A diverse range of complimentary mental health and wellness services is available, including an Employee Assistance Program, a free subscription to Calm, and health coaching.
• Paid time off up to 20 days in first year of employment.
• 10 paid holidays and 1 floating holiday per year.
• Free employee only coverage for medical, dental, vision, short-term disability, and life insurance.
• Free family coverage for select medical and dental plans.
• Pension and long-term disability through Arizona State Retirement System.
• Supplemental benefits such as deferred compensation plans and additional life insurance.