Shared Services Coordinator

Fayetteville Public Works Commission•Fayetteville, NC

About The Position

Provides shared administrative and operational support across designated business functions. The role supports budget preparation and expense tracking and coordinates purchasing, contracts, and records to promote efficient operations and responsive service. It safeguards confidential information, follows established procedures, and refers specialized matters and approval decisions to authorized staff. This position has no supervisory responsibilities. The coordinator handles administrative requests and priorities, prepares correspondence and reports, maintains records and tracking systems, and assists with budgets, expenses, purchasing, vendors, contracts, recruitment administration, inventory, committees, and assigned programs. The position also responds to routine requests from employees and other stakeholders and identifies opportunities to improve administrative processes. Other related duties may be assigned.

Requirements

Associate degree in Business Administration, Human Resources, Accounting, Communications, Office Administration, or a related field; an equivalent combination of education, training, and relevant experience may be considered.
Three years of progressively responsible experience in administrative support or administrative coordination.
Knowledge of administrative practices, HR documentation, confidential personnel records management, records-retention and access requirements, purchasing, invoice processing, budget preparation and monitoring, contract tracking, and vendor coordination.
Proficiency in Microsoft 365, including working knowledge of PowerPoint, Teams, and SharePoint, and proficiency with other applicable business systems.
Strong organizational, time-management, and customer-service skills, with close attention to detail.
Ability to coordinate multiple priorities, deadlines, and requests across designated business functions; clarify service needs; and communicate competing demands to the manager for resolution.
Ability to safeguard confidential and sensitive employee information, exercise sound judgment, follow authorization and disclosure procedures, and recognize matters requiring referral to authorized staff.
Strong written, verbal, and interpersonal communication skills and ability to establish effective working relationships with employees, leadership, vendors, community members, and other stakeholders.
Ability to prepare accurate correspondence, reports, spreadsheets, and tracking tools; review spending and administrative information; identify discrepancies or trends; and communicate matters requiring attention.
Ability to work independently, anticipate administrative needs, follow through on assignments, and escalate matters requiring additional attention.
Ability to identify opportunities to improve administrative processes and operating efficiency.

Responsibilities

Coordinate daily administrative requests and priorities with functional leaders, referring competing demands to the manager for resolution.
Prepare correspondence, reports, and spreadsheets; monitor assignments and deadlines and follow up to keep work on schedule.
Maintain electronic and physical files, personnel records, shared workspaces, departmental resources, and tracking systems in accordance with records-retention, confidentiality, and access procedures.
Assist with annual budget development and forecasting by compiling spending history and anticipated needs.
Monitor expenditures and commitments, process invoices and approved expenses, and flag spending trends and potential funding concerns for functional leaders.
Coordinate purchases and vendors, resolve routine transaction questions, and initiate service agreements for required review and approval.
Track contract commitments, renewals, expirations, and deadlines, and alert responsible leaders to upcoming decisions and actions.
Process expense transactions and administer expense reports.
Assist with administrative recruitment activities, including coordinating interviews, preparing related documentation, and supporting the hiring process.
Coordinate inventory and distribution of departmental supplies and materials for training, engagement, and events.
Support employee-led committees and assigned programs and projects by tracking approved budgets, purchases, and payments.
Respond to employees, internal departments, community members, and vendors; complete authorized employment verifications and routine administrative requests, and direct specialized matters to appropriate staff.
Improve administrative processes across designated business functions.
Perform other related duties as assigned.