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Administrative Coordinator

3 months ago

Phoenix, United States APS Full time
Summary

Under minimal supervision and possibly without established procedures, the Administrative Coordinator provides a wide range of specialized to complex administrative support duties to assist in achieving departmental goals.
Contacts are frequent within and outside own organization on significant matters requiring tact, persuasion, and negotiation skills and involve obtaining or providing information on matters of high importance to the organization and sensitive in nature. Performs projects requiring independent research and coordination.

Minimum Requirements

High school graduate or GED plus three (3) years of clerical or related experience.

Preferred Special Skills, Knowledge or Qualifications:
- Knowledge in specialized functions, a wide and comprehensive acquaintance of the work with an understanding of, both general and specific phases of the job and their practical applications to complex problems and situations ordinarily encountered.
- Advanced and demonstrated experience working with computer software applications, electronic mail systems and applicable department and/or administrative support systems.

Major Accountabilities

1) Coordinates, administers or implements specialized company programs/services/projects or processes to support the functions of the department, which may involve multiple processes, various internal and external contacts, document preparation and organizing the activity of others to achieve certain objectives, including meeting and/or travel arrangements.  Ensures information needed for such events are complete and accurate.

2) Utilizes appropriate computer software to independently create and maintain routine to advanced generated documents, schedules, spreadsheets, flowcharts, graphs, timelines, tables or reports.Tracks and prepares department reports and presentations, ensuring prompt and accurate processing.

3) Performs projects requiring independent research, coordination of multiple sources or control of work flow; may serve as backup for leader or others in the department performing a variety of duties to support department goals and objectives, ensuring items needing action receive the appropriate attention.

4) Provides general to extensive technical support to the department performing a variety of duties such as data analysis, calculations, research and problem resolution; creating and modifying queries to run and produce information; creating programs to transfer data; providing system support for users; performing LAN and/or database administration; designing and building databases, establishing standards and procedures, performing system maintenance, coordinating conversions, runs parallel tests, obtains information for updates, and monitors for consistency, as necessary.

5) Provides general to extensive administrative support to department performing a variety of duties such as:  mailings, check requests, expense statements, working fund drafts, billing invoices, managing calendars, scheduling meetings, coordinating catering orders, processing credit card statements, answering phones, greeting customers, ordering supplies or repair of equipment, responding to inquiries and attendance records.

6) Provides the highest level of front-line customer service in communicating and providing guidance on procedures, instructions, practices and regulations; resolving routine, difficult or unusual problems and monitoring status to ensure resolution; obtaining materials; and responding to inquiries by researching information, from various sources, as needed.

7) Trains and supports employees on office procedures and duties and specific software and other enterprise-wide computer applications.

8) Recommends cost effective and productivity changes and implements approved changes to improve work processes or ensure goals are met within the department.

9) Maintains highly confidential, time sensitive or hazardous material or information.

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