Administrative Coordinator - Workforce Development

• Administration
• Workforce Development
• Youth & Education

• →Oversee the smooth operations of administrative functions for an assigned division
• →Arrange meetings, schedule appointments, complete travel arrangements and may maintain a supervisor or team’s calendar
• →Manage administrative projects of assigned division including but not limited to check requests and reimbursements, recordkeeping, program reporting, consumer satisfaction surveys, etc.
• →Plan and execute events for division and full organization
• →Complete assignments that include creating and proofreading correspondence, forms, tables and somewhat complex reports
• →Greet clients, screen visitors/phone calls and answer general inquiries and refer clients to appropriate source under established guidelines
• →Facilitate interdepartmental communications and interactions between internal and external parties
• →Monitor levels of office supplies for division and order supplies as needed
• →Sort and file correspondence, articles, reports and other documents in filing system
• →Conduct research, compile information and data to present findings to supervisor or to prepare presentations
• →Provide information and simple analysis to aid in recommending the solution for business problems
• →Recommend methodology as to best coordinate administrative responsibilities
• →Coordinate work orders for events, maintenance and repair of office equipment
• →Coordinate with IT team to set up supplies and access for new employees
• →Monitor the condition of buildings, equipment, vehicles and grounds and coordination of any needed certifications, repairs or renovations
• →Handle confidential personnel related duties for supervisors to coordinate with the appropriate departments
• →May pick up supplies from vendors
• →May pick up and deliver mail from other buildings
• →Maintain agency confidentiality and clients’ privacy
• →May represent division on Building & Safety Committee
• →May be responsible for research, data collection and reporting
• →May coordinate transportation for clients as needed
• →May supervise staff
• →May lead the work of others and provide day-to-day direction
• →Operate standard office equipment and use required software applications
• →Perform other duties and responsibilities as assigned

Knowledge of:

• Intermediate concepts, practices and procedures of office administration

Skill in:

• Operating standard office equipment and using required software applications for program area and other applications, including Microsoft Office

Ability to:

• Managing projects with competing priorities
• Establish and maintain effective working relationships at all levels of the organization
• Provide a high level of customer service
• Communicate effectively, both orally and in writing
• Work independently as well as collaboratively within a team environment
• Organize and prioritize multiple tasks to meet deadlines

• Minimum Degree Required:
  • High school diploma or GED equivalent

~and~

• At least 3 years of experience in an administrative assistant or office manager capacity or any equivalent combination of experience, education and/or training approved by Human Resources

• Licenses/Certifications Required at Date of Hire: None

Hours: Normal business hours, some additional hours may be required

Travel Required: Local travel may be required

Working Environment: Climate controlled office