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Administrative Coordinator
2 months ago
The role of the Administrative Officer is to support the leadership of a department, agency, or division by alleviating complex administrative responsibilities that are integral to the core functions of the organization.
This position operates under the general oversight of a superior, typically an agency head, allowing for significant autonomy in executing tasks. The work performed is subject to evaluation to ensure adherence to established policies and guidelines.
Key Responsibilities:
- Support the head of a department, agency, or division by managing intricate administrative tasks that are essential to the agency's mission.
- Conduct thorough analyses of operational procedures and compile detailed reports with findings and recommendations.
- Collaborate with the Division of Methods, Research, and Office Services to conduct method studies and implement approved changes.
- Engage in public relations activities, including drafting press releases, delivering speeches, and meeting with community stakeholders to promote agency initiatives.
- Assist in the preparation of the agency's annual budget through administrative tasks and research.
- Oversee the performance of staff providing administrative support services, including personnel, budget, fiscal, and supply management.
- Facilitate the workflow among various units within the agency.
- Allocate space, equipment, supplies, and personnel as needed to enhance operational efficiency.
- Manage important correspondence and routine communications.
- Handle a diverse range of clerical tasks essential for executing major departmental functions.
- Review and assess various administrative procedures and forms utilized within the division.
- Propose enhancements to improve efficiency and workflow processes.
- Coordinate with Payroll to address timesheet discrepancies and ensure accuracy in time tracking.
- Review quarterly variance reports for inconsistencies.
- Perform related duties as assigned.
Knowledge, Skills, and Abilities:
- Solid understanding of public administration principles and practices.
- Proficient in modern office management techniques and capable of supervising and coordinating administrative support staff.
- Ability to generate comprehensive reports and articulate findings, conclusions, and recommendations.
- Skilled in public speaking and delivering presentations to diverse audiences.
- Exceptional time management skills with the ability to prioritize and multitask effectively.
- Strong attention to detail and adept problem-solving abilities.
- Excellent written and verbal communication skills.
- Strong organizational capabilities.
- Professional demeanor and interpersonal skills.
- Ability to work independently as well as collaboratively within a team.
- Self-motivated and proactive.
Education and Experience:
- Bachelor's degree required.
- Prior experience as a staff assistant to an agency head or in a similar role within a large organization focused on administrative analysis.
- Alternatively, a combination of education and experience that is equivalent to the above qualifications.
- Extensive experience with MS Office Suite, including PowerPoint, Excel, Word, Outlook, and Teams.
- Proficient in taking meeting notes and documenting discussions.
