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Administrative Coordinator Supervisor

3 months ago

Gainesville, United States Hall County Full time
Job DescriptionJob Description

JOB SUMMARY: (ALL INCUMBENTS MAY NOT PERFORM ALL DUTIES.)

Performs responsible, confidential and varied secretarial, administrative and bookkeeping tasks for a department and maintains general departmental records involving a working knowledge of depart-mental programs and services sufficient to handle routine complaints, inquiries and requests.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Answers the telephone and gives specific or general information in response to public or official inquiries; handles requests for services, complaints and other public contact work. Operates two-way radio to communicate information to departmental employees.

Prepares and types contract agreements, legal documents, statistical tabulations and data, letters, memoranda, vouchers, operating reports and other materials including matters of strict confidence. Includes preparation of complex computer spreadsheets.

Performs account clerical functions such as accounting for office petty cash account. Receives, receipts and deposits money from citizens and maintains accurate records of transactions. Prepares checks for accounts payable.

Performs purchasing functions to include preparing requisitions and selecting/ordering supplies and equipment necessary for depart-mental operations.

Takes dictation or transcribes from recording equipment, correspondence, memoranda and other departmental materials including matters of strict confidence.

Assumes routine projects to relieve department head of administrative detail; monitors projects to completion to assure accuracy and completion.

Schedules meetings, prepares agendas, attends meetings; records, types and distributes meeting minutes; may schedule use of conference rooms.

Assists the public by providing information regarding the department's services and providing direction regarding the completion of department applications and forms. Also sets up new accounts for department's services.

Processes departmental records, applications and new accounts in accordance with established policies and procedures.

Prepares and maintains employee records, sick and vacation leave, payroll and other required personnel records and forms.

Coordinates travel arrangements for employee attending conferences, seminars and conventions.

Gathers and receives information for departmental annual reports to include consolidating information, preparing and typing the final report.

Establishes filing system for department and searches and locates file materials.

Orders equipment and supplies and prepares requisitions for sup-plies and materials.

May perform clerical and data entry work related to the function of the assigned department.

May serve as key operator for copy machines.

May operate fingerprint camera for reproduction of photographs.

May assist subordinate clerical employees and other departmental staff in performing work and assumes additional clerical duties in their absence.

Regular and predictable attendance is required.

Performs other related duties as required.

MATERIALS AND EQUIPMENT USED:

Typewriter Personal Computer Calculator

Copy Machine Dictaphone Postage Machine

Two-Way Radio Fingerprint Camera


MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

High school diploma or G.E.D. supplemented with coursework in typing and bookkeeping.

Three years secretarial experience.

Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.

Licenses and Certifications:

None.

Knowledge, Skills, and Abilities:

Thorough knowledge of departmental policies and procedures and of office terminology, procedures and equipment; and of business arithmetic and English.

Knowledge of word processing and skill in operation of a computer keyboard to enter and retrieve data, prepare spreadsheets and maintain a database.

Skill in composing and typing correspondence and reports with speed and accuracy.

Skill in performing basic accounting and bookkeeping functions to include maintaining bank accounts.

Skill in maintaining administrative, fiscal and general records and in preparing reports and answering questions from records.

Skill in working with confidential information and matters in a discreet and professional fashion.

Skill in taking dictation and transcribing from recording equipment with accuracy and speed. (80 w.p.m.)

Ability to type 45-55 w.p.m. (Depending on department).

Ability to work without direct supervision, using personal judgment in processing paperwork and handling unusual situations.

Ability to make routine decisions in accordance with ordinances, regulations and established policies and procedures.

Ability to maintain effective relationships with other employees and the public and in performing public relation functions courteously and tactfully.


ADA Minimum Qualifications:

Physical Ability: 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.

Sensory Requirements: 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.

Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone.

This class specification should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification.