Administrative Coordinator I

4 weeks ago

Portsmouth, United States City of Portsmouth Full time

**General Statement of the Job & Essential Functions**:
**GENERAL STATEMENT OF JOB**

Under general supervision, this position performs a variety of administrative functions, to include preparing and/or maintaining communications, correspondence, forms and department, financial and personnel reports. Reports to the City Manager.

**ESSENTIAL JOB FUNCTIONS**

Performs administrative support work such as word processing, creating spreadsheets, data entry and retrieval, and functions that may require interpretation and judgment in determining the appropriate processes to be used; reviews forms, data and other information to ensure accuracy and conformance to established procedures and policies; and assists with front desk duties to include ordering and shelving books, and maintaining the law library.

Interacts with the public and others outside of the work unit to obtain and provide information and assistance in a variety of circumstances; screens and responds to inquiries and complaints and routes calls or messages as appropriate and necessary; provides information on policies and procedures; performs other similar types of administrative support activities; and responsible for establishing, coordinating, and/or maintaining filing and record systems; conducts bi-monthly inventory of all branch libraries.

Reviews and processes personnel actions to effect changes in employee status such as pay increases, transfers, promotions, Family Medical Leave (FMLA) leave, leave of absences, and terminations; computes salary changes or adjustments and retroactive pay according to established policies and procedures; enters payroll into the computerized system in accordance with established procedures and deadlines.

Performs other related work as required. Individual assignments will be determined by supervisor based on current workload and department needs.

**Knowledge, Skills & Abilities**:
**PERFORMANCE INDICATORS**

**Knowledge of Job**: Has considerable knowledge of federal, state and local laws, rules and regulations governing personnel administration. Has general knowledge of general office practices, methods and procedures used by the city. Has some knowledge of ethical guidelines applicable to the position as outlined by professional standards and/or federal, state and local laws, rules and regulations. Is skilled in the use of common office equipment, spreadsheets and file maintenance programs. Is able to prepare and maintain accurate personnel records. Is able to explain personnel matters to city employees. Is able to make routine administrative decisions independently in accordance with laws, regulations and city policies and procedures. Is able to analyze and interpret policy and procedural guidelines to resolve problems and questions. Is able to exercise considerable tact and courtesy in frequent contact with the public. Is able to exercise tact and discretion in handling confidential personnel information. Is able to establish and maintain effective working relationships as necessitated by work assignments.

**Quality of Work**: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate corrective action to correct any quality of deficiencies that occur in areas of responsibility. Maintains high quality of communication and interacts within departments and division, and with co-workers and the general public.

**Quantity of Work**: Maintains effective and efficient output of all duties and responsibilities as described under “Essential Job Functions.”

**Dependability**: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on and before deadlines in accordance with directives, city policies, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

**Attendance**: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off request.

**Initiative and Enthusiasm**: Maintains an enthusiastic, self-reliant and self-starting approach to meeting job responsibilities and accountability. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

**Judgment**: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assist in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgement.

**Cooperation**: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Que

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