Administrative Coordinator Jobs

About The Position

Requirements

• High School diploma or G.E.D. supplemented with coursework in typing and bookkeeping and Five years’ administrative experience.
• Bachelor’s Degree.
• Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.
• Current Notary Public.
• Comprehensive knowledge of office terminology, procedures and equipment and of business arithmetic and English.
• Knowledge of the operations and functions of various city/county departments.
• Knowledge of departmental services, programs, operating rules, regulations and procedures.
• Skill in maintaining complex clerical records and in preparing reports from such sources.
• Skill in preparing correspondence on routine matters and to perform routine office management tasks independently.
• Ability to type 50-55 w.p.m.
• Ability to deal tactfully and courteously with the public and other employees.
• Ability to handle and dispose of complaints, requests for information and delegated administrative details.
• Ability to communicate effectively both orally and in writing
• Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing); operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.
• Essential functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.
• Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs.
• Incumbents in this position are occasionally required to be on-call and work irregular hours.
• Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.
• Essential functions of this position continuously require the ability to either work with others or work alone.

Responsibilities

• Performs various administrative support work for the office, including supervising the front desk and its functions and making sure the front desk is covered at all times and assisting the circuit Public Defender with any administrative work required.
• Disburses and maintains departmental petty cash funds.
• Maintains office supplies and places orders when necessary, including ordering printed materials such as envelopes, business cards, notary seals, etc.
• Act as a complimentary administrator to the Office Manager who is in the office on a part-time basis so that any issues that may arise are covered quickly and efficiently at all times, To accomplish this, he/she maintains close contact with the office manager to give and receive feedback on any matter that may arise.
• Answers telephone and gives specific and general information in response to public inquiries; handles requests for service, complaints and other public contact work.
• Assists in preparing, composing, typing, distributing and filing letters, forms, reports, contracts, requisitions, purchase orders, general correspondence and other documents related to department operations.
• Assists in scheduling meetings, appointments and travel arrangements for the attorneys, responds and processes citizen complaints.
• Reads and routes incoming mail and composes replies to correspondence in accordance with established procedures. Oversee daily court filings and outgoing mail.
• Manages the administrative portion of probation cases, including opening and closing cases and files, mailing out correspondence, staying in contact with the Chief Investigator and the probation office, and working with the probation attorney to make sure any assistance he/she may require is accomplished.
• Office support for all trial teams.
• Monitors and maintains any maintenance needs that may arise, including contacting Building Maintenance and scheduling service calls, scheduling service calls for the copiers and computers, etc.
• Operates various modern office machines necessary to perform administrative functions to include personal computers.
• May serve as lead worker to subordinate staff performing routine clerical functions to include assigning, reviewing and assisting with work.
• Coordinates maintenance of office equipment.
• Performs other relevant work as assigned.
• Regular and predictable attendance is required.