Executive Administrative Coordinator

Dept/Div:  Mayor/N/A FLSA Status:  Non-Exempt

Salary: $39,319 

General Definition of Work

Performs difficult skilled administrative support work for the Mayor's Office and the Office of Strategic Initiatives. Work is performed under the supervision of both the Mayor and Director of Strategic Initiatives.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential function satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.

Essential Functions

• Collects, prepares, and provides information for use in discussions and meetings on behalf of both divisions with Common Council committees, department heads, staff members, and citizens.
• Composes letters and memoranda; responsible for preparing, typing, and distributing, inter-office and press-related memos and documents issued by both divisions.
• Schedules meetings and maintains the Mayor's calendar, answers phone calls, communicates with department heads and various departments throughout the City; communicates with various department heads concerning issues that require the Mayor's attention; refers inquiries to the appropriate individual or department.
• Prepares and coordinates purchase orders and requisitions for supplies and requests for both divisions. Processes invoices for payment.
• Writes RFPs/RFQs, requests contracts, and presents the same to appropriate boards.
• Manages the tax abatement process, i.e. compliance forms, application receipts, ordinance requests, Riverfront licensing.
• Reviews contracts and various documents from City departments for Mayor's signature and forwards to other departments.
• Types proclamations, correspondence, certificates, and board appointments.
• Maintains work, absence, and vacation schedules for both divisions.
• Reviews emails and correspondence, sorts mail for Mayor's office, and maintains meeting room schedules.
• Picks up mail for the City building, sorts it for the appropriate departments and/or staff.

Knowledge, Skills and Abilities

Thorough knowledge of City functions, organization, and policies; thorough knowledge of state and local laws concerning the City and applicable department/division; thorough knowledge of drafting and preparing agendas, correspondence, and reports; thorough knowledge of standard office procedures, practices, equipment and arithmetic; skill in the use of personal computers, associated software packages, hardware, and peripheral equipment; skill in organization and time management; skill in providing customer service; ability to communicate effectively orally and in writing with detail to spelling, grammar, and punctuation; ability to understand and apply laws and established policies to the maintenance of records; ability to understand, interpret, explain and apply policies and procedures; ability to disseminate information; ability to perform extensive research, collect and organize data, and prepare detailed reports; ability to work and maintain composure under pressure; ability to handle confidential information according to established procedure; ability to interpret and apply policies and procedures; ability to meet critical and specified deadlines; ability to take and transcribe dictation and type accurately and at a reasonable rate of speed; ability to work independently with little supervision; ability to establish and maintain effective working relationships with associates, business and community leaders, department directors and management, elected officials, outside agencies, and the general public.

Education and Experience

High School diploma or GED and moderate experience with data entry, in an office setting or equivalent combination of education and experience.

Physical Requirements

This work is sedentary and requires little to no exertion of force; work regularly requires speaking or hearing, using hands to finger, handle or feel and reaching with hands and arms, frequently requires sitting and occasionally requires standing, walking and stooping, kneeling, crouching or crawling; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

Special Requirements

Valid driver's license in the State of Indiana.