Community Engagement & Administrative Coordinator

Lucas County•Toledo, OH

About The Position

The Community Engagement & Administrative Coordinator is responsible for managing a high-functioning team that is responsible for integration of community outreach and agency administrative functions. This includes supervising the community outreach and administrative support teams, to ensure accurate, compliant, and responsive services are provided to the community. Responsible for identifying and resolving data issues within agency systems by conducting research, preparing statistical reports, handling public information requests and complaints, responding on behalf of the Director or Agency. Manages the schedule of the Director, Community Outreach activities, and agency events, as well as provide leadership and coordination of the administrative support team. Provides high level administrative support as necessary.

Requirements

Successful completion of an associate's degree in public administration, business administration, social services, or a closely related field from an accredited college or university; and three (3) years of responsible administrative support; and , at least 1 year of leadership experience; OR any equivalent combination of education, training, and experience which provides the required knowledge skills, and abilities.
Must demonstrate skills in professional communications and exemplary organizational skills that aptly reflect the ability to perform and prioritize multiple tasks with excellent attention to detail; demonstrated problem solving and analytical skills, and advanced proficiency with Microsoft Office applications with the ability to type 40 wpm.
Must possess and maintain a valid Ohio or Michigan driver's license and must maintain a driving record that meets Lucas County insurability standards.

Responsibilities

Supervises the community outreach team and administrative support staff, including, but not limited to, community partner verifications, eligibility-adjacent reporting, community outreach support, and issue identification in agency data.
Manages the Administrative hub of the division and all the agency’s communications functions, including developing the communication and information disseminated from the Director’s office.
Prepares high quality internal and external documents, social media posts, brochures, presentations, and community-facing materials.
Manages and understands the agency areas of responsibility such as SNAP, Medicaid, OWF, LTC, Childcare and Child Support Services.
Acts as the triage hub for Director and both Deputy Directors with authority to prioritize projects and assign resources to various projects.
Assigns and reviews work; provides training and guidance; ensures adequate coverage and efficient workflow distribution among staff, approves time off, participates in recruitment and selection, and recommends discipline when necessary.
Serves as the primary point of contact for managing and tracking complaints, inquiries, and public records requests directed to the Director's office; receives, logs, and routes requests to appropriate staff or departments for response; maintains comprehensive tracking systems to ensure timely responses and compliance with applicable public records laws and agency policies; monitors outstanding requests and follows up to ensure resolution within required timeframes; maintains confidential records and documentation related to all complaints, inquiries, and public records requests.
Performs complex administrative duties overseeing special projects, preparing reports, publications and presentations for dissemination to internal and external audiences; prepares all correspondence; composes letters and memos for the Director’s signature; independently decides approvals that require the use of the Director’s electronic signature.
Facilitates the efficient utilization of the Director’s time through development and coordination of a complex calendar of appointments, meetings, engagements, and Department and community functions with individuals and groups; assists with the prioritization of commitments, staying abreast of internal and external changes in schedules and the advanced recording of all standing commitments to avoid conflicts.
Manages the business function of the Director’s office through monitoring, tracking and processing bills for payments; maintaining fiscal records and receipts for department expenditures; initiating training and conference registrations and travel arrangements on behalf of the Director; prepares and processes reimbursements.
Monitors and assists with the Director’s email, inter-office mail and in-coming mail to ensure matters are addressed promptly and time-sensitive issues are prioritized and resolved; appropriately directs and prioritizes requests; composes confidential and time-sensitive documents and correspondences.
Works with the Director, appropriate Department divisions and/or county departments for the timely preparation of meetings by developing and distributing, in advance, agendas and supporting material; prepares and creates presentations or reports, documents, and materials for all meetings attended by the Director; sets up meeting rooms including securing visual aids or other equipment required.
Takes accurate and well-written minutes of meetings, ensuring distribution to appropriate people.
Assists the Director by following up on action items identified in meetings and provides updates to the Director regarding the status of action items.
Provides high quality customer service to all internal and external calls and visitors by delivering courteous assistance, guidance and direction; researches and responds to inquiries and complaints; furnishes information and explains programs to the public as appropriate; ascertains the nature of business and directs the individuals to various locations when appropriate.
Serves as liaison between Director and staff transmitting decisions and directions; assists with agency wide communications by working collaboratively with staff in preparing and carrying out the agency newsletter, global communications, and Town Hall meetings.
Responsible for serving as the Director’s liaison with county administration ensuring on-going communications and updates are provided to the County Administrator and other county officials; alerts appropriate county and state officials in the event of an emergency that requires the immediate attention of the Director.
Assists the Director with the timekeeping system; based on the direction of the Director, approves or denies the use of annual leave and sick time for the Director’s staff; tracks schedule of senior management staff to ensure proper coverage.