Administrative Operations Coordinator

2 days ago

Carmel, Indiana, United States City of Carmel Full time

Job Title: Administrative Assistant I


Job Summary:


We are seeking an experienced Administrative Assistant I to join our team at the City of Carmel. The ideal candidate will have a strong background in office administration, excellent communication skills, and the ability to work in a fast-paced environment.


Responsibilities:



  • Provide administrative support to the Director and department team members
  • Perform a variety of miscellaneous clerical functions, including typing forms, letters, and reports, maintaining files, making copies, preparing outgoing mail and opening and distributing incoming mail
  • Answer telephone calls and greet visitors; respond to routine questions, complaints, and requests for service; provide information and assistance related to department functions, activities, fees, procedures, and forms
  • Generate various manual or computerized activity, financial, and statistical reports; submit reports to appropriate individuals or agencies
  • Perform general maintenance and troubleshoot minor problems on office equipment; coordinate preventive maintenance and repair on printers and copiers
  • Maintain department files and filing systems
  • Manage the department's administrative operations, including purchasing, budgeting, payroll preparation, personnel record keeping, building and vehicle maintenance, and asset record keeping
  • Function as purchasing agent for the department; process purchase orders, claim vouchers, and budget transfers; review invoices; maintain vendor files, purchasing records, contracts, and agreements
  • Assist in preparation of bid specifications and price quotes, as required by City purchasing guidelines, and in preparation and review of vendor contracts
  • Assist in preparation and administration of the department's budget on a day-to-day basis; record and monitor expenditures and revenues; reconcile budget reports to department records
  • Coordinate the preparation of the department's annual budget
  • Process payroll for the department; verify data from time sheets in the ADP system for paycheck generation
  • Assist employees with questions regarding personnel and employment issues
  • Maintain inventory of the department's capital assets; record new assets with the Finance department for accounting purposes
  • Coordinate and supervise building maintenance and repair activities, including fire sprinkler testing and fire extinguisher maintenance, and control distribution of keys for facility access
  • Monitor registration, maintenance, and repair activities of department vehicles
  • Maintain inventory levels of department equipment and supplies; initiate quotes or orders for new or replacement materials
  • Help maintain inventory of radio equipment for various City departments and process bill for radio maintenance
  • Act as City-wide, Special Person of Contact (SPOC), for cellular phone equipment and services

Requirements:



  • High school diploma or GED, supplemented by college-level coursework or vocational training in bookkeeping and personal computer operations
  • Three (3) to five (5) years of experience that includes progressive responsibility in office work, budget preparation, basic bookkeeping, and personal computer operations

Equal Opportunity Employer: The City of Carmel is an Equal Opportunity Employer and complies with the Americans with Disabilities Act.

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