Executive Administrative Coordinator

City of Richmond•Richmond, IN

24d

About The Position

Performs difficult skilled administrative support work for the Mayor’s Office and the Office of Strategic Initiatives. Work is performed under the supervision of both the Mayor and Director of Strategic Initiatives.

Requirements

Thorough knowledge of City functions, organization, and policies
Thorough knowledge of state and local laws concerning the City and applicable department/division
Thorough knowledge of drafting and preparing agendas, correspondence, and reports
Thorough knowledge of standard office procedures, practices, equipment and arithmetic
Skill in the use of personal computers, associated software packages, hardware, and peripheral equipment
Skill in organization and time management
Skill in providing customer service
Ability to communicate effectively orally and in writing with detail to spelling, grammar, and punctuation
Ability to understand and apply laws and established policies to the maintenance of records
Ability to understand, interpret, explain and apply policies and procedures
Ability to disseminate information
Ability to perform extensive research, collect and organize data, and prepare detailed reports
Ability to work and maintain composure under pressure
Ability to handle confidential information according to established procedure
Ability to interpret and apply policies and procedures
Ability to meet critical and specified deadlines
Ability to take and transcribe dictation and type accurately and at a reasonable rate of speed
Ability to work independently with little supervision
Ability to establish and maintain effective working relationships with associates, business and community leaders, department directors and management, elected officials, outside agencies, and the general public.
High School diploma or GED and moderate experience with data entry, in an office setting or equivalent combination of education and experience.
Valid driver’s license in the State of Indiana.

Responsibilities

Collects, prepares, and provides information for use in discussions and meetings on behalf of both divisions with Common Council committees, department heads, staff members, and citizens.
Composes letters and memoranda; responsible for preparing, typing, and distributing, inter-office and press-related memos and documents issued by both divisions.
Schedules meetings and maintains the Mayor’s calendar, answers phone calls, communicates with department heads and various departments throughout the City; communicates with various department heads concerning issues that require the Mayor's attention; refers inquiries to the appropriate individual or department.
Prepares and coordinates purchase orders and requisitions for supplies and requests for both divisions. Processes invoices for payment.
Writes RFPs/RFQs, requests contracts, and presents the same to appropriate boards.
Manages the tax abatement process, i.e. compliance forms, application receipts, ordinance requests, Riverfront licensing.
Reviews contracts and various documents from City departments for Mayor's signature and forwards to other departments.
Types proclamations, correspondence, certificates, and board appointments.
Maintains work, absence, and vacation schedules for both divisions.
Reviews emails and correspondence, sorts mail for Mayor’s office, and maintains meeting room schedules.
Picks up mail for the City building, sorts it for the appropriate departments and/or staff.