Office Coordinator - Road Department

Ingham County•Mason, MI

3d•Onsite

About The Position

Under the supervision of the Managing Director, or their designee, is responsible for providing high-level administrative support and assistance to the Managing Director and other assigned leadership staff. Provides secretarial and administrative tasks, while assisting with the monitoring of department processes and projects. Serves as the departmental communication liaison and communicates with citizens, government officials, and media outlets. Requires a high-level of skill in office administration, clerical procedures and recordkeeping systems. Provides accounting, clerical and administrative support. Maintains departmental files and vendor contracts. Assists with maintaining the Road Department’s website, scheduling meetings and responding to Freedom of Information Act (FOIA) requests.

Requirements

Equivalent of two years of college level coursework in accounting, data processing, general office management, administration or related areas.
A minimum of three (3) years relative experience is required.
Expertise in the utilization of word processing, spreadsheet and presentation software is required.
Must possess a valid Michigan Motor Vehicle Operator’s License.
The position requires the proficient use of word processing, spreadsheets, and presentation software.
The position also requires basic knowledge and experience with social media software programs such as, but not limited to, Facebook, Instagram, LinkedIn, and Twitter.
May be required, and therefore must be eligible, to become a Notary Public through the Michigan Department of State.
Demonstrates effective communication skills by engaging, interacting and working with all individuals to ensure clarity and understanding in all interactions.

Nice To Haves

Executive experience is preferred.

Responsibilities

Acts as the confidential administrative assistant to the Managing Director by preparing internal and external communications and reports, maintaining confidential records for commercial driver licenses, coordinating the random drug testing program, attending labor contract negotiations, and participating in employee disciplinary meetings.
Performs secretarial duties such as preparing Board resolutions and memos, filing, typing letters and email correspondence, proofreading, making copies, taking meeting minutes, creating reports, issuing public meeting notices, assisting with creating public meeting presentations and other clerical functions.
Uses a variety of software programs, including Word, Excel and PowerPoint.
Schedules meetings, reserves external meeting locations, sets up virtual meetings, and accommodates auxiliary aids and services for public meetings.
Records, transcribes and distributes meeting minutes.
Works with the Managing Director to follow-up on tasks assigned at meetings.
Monitors work projects and deadlines.
May attend meetings in-lieu of the Managing Director or other staff when scheduling conflicts occur.
Assists with the administration and required record keeping for various statutory programs, such as hazardous materials, worker safety, Americans with Disabilities Act and commercial driver licensing.
Coordinates data collection for grants, reports, charts, brochures, handbooks and projects.
Provides staff with preliminary background information as requested.
Compiles large amounts of data into concise reports and charts, creates brochures and fliers, and assists with developing policies and policy manuals.
Monitors publications on topics related to the Road Department.
Serves as the Freedom of Information Act (FOIA) coordinator for the Road Department. Receives FOIA requests, determines if the information is available and provides the information pursuant to the Act.
Performs various accounting functions.
Verifies invoices and processes documentation for Managing Director signature.
Tracks departmental expenditures.
Provides financial analysis to the Managing Director in preparation for budget meetings.
Acts as liaison with the Human Resources Department to post vacancies, schedule interviews, prepare interview packets, process applications, and maintain confidentiality of records.
Aids with new employee orientation and training.
Coordinates Road Department functions, such as the Employee Appreciation lunch, potlucks, touch-a-truck events, parades, and booth displays.
Prepares a quarterly newsletter.
Assists and temporarily performs the duties of the Reception and Public Information Coordinator during breaks and absences. Duties include answering the phone, directing calls, taking service requests, providing customer support for visitors, and responding to general questions regarding department processes and projects.
Manages the execution and tracking of contracts.
Provides and obtains information from Legal Counsel, Board of Commissioners, Board Director, County Clerk, vendors, government agencies and others.
Acts as the communication liaison with the Engineering and Operations Departments, county departments, county commissioners, internal staff, citizens, government officials, media outlets and others.
May provide statements and interviews with media on behalf of the Managing Director or other staff.
Maintains and updates the Road Department’s website, Facebook and/or other social media sites.
Prepares and distributes news releases, construction and maintenance project updates, and various other public information releases, as requested, for Road Department employees, retirees, customers, citizens, emergency services, county commissioners, county departments and/or units of government.
Assists the Engineering and Operations Departments as required.
May be assigned to act as the Managing Director’s designee.
Performs other duties as assigned.
Ability to meet deadlines in a timely manner, change focus on projects as needed, and be able to multitask.
Dependable and regular attendance required.
Ability to succeed in a fast-paced environment.
Ability to provide excellent customer service, even during stressful situations.
Must adhere to departmental standards in regard to confidentiality and other privacy issues.
During a public health emergency, the employee may be required to perform duties similar to, but not limited, to those in his/her job description.