Office Coordinator - Controller/Administrator's Office

Ingham County•Mason, MI

11d•Hybrid

About The Position

Under the supervision of the Controller/Administrator or designee, the Office Coordinator provides high-level administrative and office coordination support to the Controller/Administrator's Office. The role coordinates schedules, meeting materials and minutes, records, contracts, invoices, financial transactions, payroll and personnel actions, correspondence, and special projects. It serves as an administrative liaison with County departments, elected and appointed officials, vendors, partner agencies, and the public, requiring discretion, sound judgment, attention to detail, and the ability to manage multiple priorities and deadlines involving confidential and time-sensitive information. A hybrid schedule may be considered after six months, contingent upon demonstrated proficiency and comfort in the role. The work environment is a typical office setting, with occasional travel to local meetings required. The position requires adherence to departmental confidentiality, HIPAA, and other privacy requirements. During a public health emergency, the employee may be required to perform similar duties. Other duties may be assigned.

Requirements

Equivalent of two years of college-level coursework in business administration, accounting, public administration, office management, data processing, or a related field.
At least three years of progressively responsible administrative support, office coordination, or related experience.
Proficiency with word processing, spreadsheet, presentation, email, calendar, document management, and virtual meeting software.
Ability to prepare accurate meeting minutes and communicate effectively with people at all organizational levels and with the public.
Valid driver's license and reliable transportation; occasional travel to local meetings is required.
Effective communication skills, including engaging, interacting, and working with individuals to ensure clarity and understanding.
Ability to meet deadlines, change focus as priorities require, and manage multiple assignments.
Ability to succeed in a fast-paced environment and maintain excellent customer service during stressful situations.
Ability to adhere to departmental confidentiality, HIPAA, and other privacy requirements.
Ability to perform the essential functions of the position, with reasonable accommodations available for otherwise qualified applicants.

Nice To Haves

Experience supporting executive leadership, public bodies, or a governmental office.

Responsibilities

Provide confidential administrative support to the Controller/Administrator and assigned leadership staff.
Prepare, format, proofread, and edit correspondence, resolutions, memoranda, reports, surveys, presentations, forms, and other documents.
Coordinate calendars, appointments, meetings, deadlines, and administrative workflow for the Controller/Administrator's Office.
Arrange meeting rooms and external locations, virtual meeting access, equipment, software, and auxiliary aids or services as needed.
Collect, format, assemble, copy, and distribute meeting materials within established deadlines.
Attend meetings as assigned; record, transcribe, and distribute accurate minutes; maintain meeting records; and follow up on action items, assignments, and deadlines.
Prepare and maintain the annual schedule for Board of Commissioners meetings, liaison committee meetings, and assigned boards and commissions, coordinating with the Board of Commissioners’ Office as necessary; monitor schedule changes and communicate updates.
Monitor office projects and administrative deadlines, maintain tracking systems, follow up with responsible parties, and keep the Controller/Administrator informed of progress and issues requiring attention.
Coordinate the execution and tracking of contracts and amendments; maintain contract files and records; monitor terms, scope, authorized amounts, and payment status; and coordinate with relevant County offices, departments, vendors, and other parties.
Review departmental invoices and process invoices for the Controller/Administrator's Office and Finance & Budget Office; maintain supporting records and assist with tracking expenditures and financial activity.
Act as procurement card site coordinator for the Controller/Administrator's Office; maintain required records, assist users with procedures, and support reconciliation and compliance activities.
Review biweekly payroll information for the Controller/Administrator's Office and process personnel action requests and related documentation; coordinate with Human Resources and the Finance & Budget Office while maintaining confidentiality.
Assist with grant applications, mailings, document preparation, and special projects; research issues and gather information for the Controller/Administrator.
Organize and summarize information, prepare reports and charts, and provide preliminary analysis on County initiatives as requested.
Establish and maintain electronic and paper filing and recordkeeping systems, applying relevant retention, confidentiality, and access requirements.
Serve as an administrative communication liaison with County departments, commissioners, internal staff, vendors, government agencies, community partners, and the public; respond to routine questions, route requests, and coordinate information exchange.
Perform general office coordination, including answering and routing calls, receiving and screening visitors, processing mail, preparing mailings and address files, maintaining forms and office supplies, coordinating equipment or service requests, and assisting with meetings and special events.
Meet deadlines, adjust focus as priorities change, manage multiple assignments, maintain dependable and regular attendance, and provide excellent customer service in stressful situations.
Perform other duties as assigned.