Office Coordinator

2 weeks ago


Allentown, Pennsylvania, United States COUNTY OF LEHIGH PENNSYLVANIA Full time

GENERAL OVERVIEW:

This role involves providing comprehensive administrative support at a proficient level. The position is designed to deliver a range of assistance for multiple individuals within the organization.

Responsibilities may include managing specific procedural tasks, but the primary focus remains on traditional administrative functions such as data collection, organization, typing, workflow management, record maintenance, and general clerical support.

This role is distinguished from similar positions by the individual's accountability for ensuring the efficiency of the supported personnel's operations.

The position reports directly to a technical, professional, or administrative supervisor.

TYPICAL RESPONSIBILITIES: (Illustrative Only)


Processes and evaluates incoming correspondence; assesses the nature of the materials and the necessary procedural actions; identifies topics and their relevance to ongoing or past activities; may compile relevant records, communications, or other data for others' reference; directs materials to the appropriate personnel, both internally and externally; welcomes visitors and callers; assesses their needs; clarifies information, approvals, processes, and other procedural elements required for action; ensures understanding and execution of these elements prior to directing for further action; refers individuals to the correct office or personnel for assistance.

Organizes appointments and meetings for supervisors and other designated staff daily; makes phone calls on behalf of supervisors to gather and relay information; coordinates conference schedules; manages participant availability; secures meeting venues; informs all parties of the date, time, location, and agenda; arranges for any necessary equipment or additional support; may prepare summaries of background information for use in such meetings.


Types various documents including correspondence, memoranda, reports, opinions, agreements, contracts, and similar narrative and statistical materials from recorded dictation, notes, handwritten drafts, or other source materials; reviews and corrects typographical errors; may take notes of dictated correspondence such as cover letters and responses; establishes and maintains office filing systems for such materials for staff access; processes documentation for official filing and distribution to offices and individuals both within and outside the organization.

May supervise the work of other clerical staff.

Performs related duties as necessary.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:


Comprehensive understanding of clerical procedures and processing requirements related to record-keeping, documentation, and similar office functions in administrative, governmental, or judicial environments.

Proficient knowledge of English language usage, grammar, spelling, and punctuation as applied in clerical processing tasks in governmental or judicial contexts.

Basic understanding of the organizational and functional relationships within the organization and related entities.

Ability to gather information and explain procedural and processing requirements to visitors, callers, clients, and representatives from other offices both within and outside the organization.

Competence in organizing tasks, setting priorities, and completing clerical processing requirements.

Proficiency in operating typewriters, word processors, copiers, and other office equipment as required by the position.

Ability to utilize word processing, spreadsheet, database, graphics, and/or similar computer applications, as necessary for the role.

Capability to take accurate notes during discussions and dictated materials to produce draft and/or final correspondence, documents, and other items, as required by the position.

Ability to establish and maintain effective working relationships with colleagues, callers, visitors, clients, representatives of other offices, and members of the public.


ACCEPTABLE TRAINING AND EXPERIENCE:

Minimum typing speed of 50 words per minute.

Proficient in Microsoft Office applications.

EDUCATIONAL REQUIREMENTS:

Completion of the twelfth grade or equivalent education.

Three to four years of clerical experience in an administrative, professional, governmental, or judicial setting, with at least one year at the full performance level.

Or any equivalent combination of acceptable training and experience that has provided the knowledge, skills, and abilities cited above.


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