Administrative Coordinator II - Information Technology IT
Administrative Coordinator II - Information Technology IT
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Job Description
The Buncombe County IT Departments Administrative Coordinator position plays a crucial role in supporting the operations of our department reporting directly to the Business Administrator and departmental senior leadership. This position is responsible for maintaining accurate invoicing and recordkeeping ensuring that all financial processes are handled efficiently and assisting with external department requests and IT related purchases.
Initially based onsite this role has the potential to transition to a hybrid model in the future. The daytoday tasks include inputting invoices and purchase orders (POs) into Workday updating and maintaining various Excel spreadsheets communicating with vendors placing orders and receiving items as they arrive. Additionally the Administrative Coordinator will provide support with external department needs such as phone replacements obtaining vendor quotes and other IT administrative tasks as needed.
Though this position primarily focuses on administrative functions it also requires regular coordination with various team members across the department as well as with other departments ensuring smooth and efficient operations at all times.
This position works a 40hour workweek from 8AM 5PM Monday Friday with an hour for lunch. This position works out of the Countys Interchange Building at 59 Woodfin Place Asheville NC 28801 and the selected finalist must relocate to or live within a 2hour drive of the office.
Purpose of the position:
The primary purpose of this position is to provide general administrative support in a variety of areas such as but not limited to financial management budget preparation purchasing contract administration and monitoring personnel general administration and special projects.
Minimum Education Training and/or Experience (required at time of hire): Associate degree from an accredited college or university with major coursework in related field and three 3 years of administrative support management or closely related experience; or equivalent combination of education or experience which provides the required knowledge skills and abilities will be considered in meeting the minimum qualifications.
Essential Functions of the position:
Perform administrative support functions such as compiling posting or recording information from a variety of sources that usually involve calculations research and verification of information. Functions may include completing forms reports questionnaires and other similar documents.
Coordinate process and record financial and budget information and transactions for the department including requisitions monthly purchase statements and billing payments.
Process personnel actions that effect changes in employee status such as pay increases transfers promotions and terminations; may assist with department time keeping functions including entering leave reconciliation of payroll and employee correspondence related to payroll matters.
Perform administrative support work such as data entry or retrieval creating spreadsheets work tickets correspondence recordkeeping and functions that may require interpretation judgment and determining appropriate processes to be used.
Interact with the public and others outside the work unit to obtain and provide information and assistance in a variety of circumstances; may screen and respond to inquiries and complaints; provide information on policies and procedures; and perform other similar types of administrative support activities.
Responsible for coordinating research and execute assigned projects and tasks.
Performs other related duties as assigned.
Knowledge Skills Abilities:
Ability to balance priorities to accomplish assigned tasks within the required time frame and to be able to shift quickly between several tasks without loss of continuity.
Knowledge of departments office systems practices procedures and administration.
Knowledge of general office equipment and personal computers to include word processing spreadsheet and related software including advanced knowledge of Microsoft Office software. (Specifically Word Excel and Outlook) as well as the ability to stay current with emerging office technologies.
Possess solid financial analytical business and problemsolving skills. Competency to ensure proper accounting of County transactions and to assure the protection of assets through proper existence and adherence to adequate internal controls.
Ability to effectively evaluate and process forms; verify data for accuracy completeness and compliance within established procedures; enter data into computer system monitor calculate and submit time sheets maintain confidential files and data; identify problems and propose feasible solutions.
Ability to type compose and edit correspondence memos letters and reports; revise schedules forms reports records and other information; prepare statistical information for use in reports.
Ability to coordinate department schedules appointments projects travel arrangements room reservations and major events.
Initiate and answer telephone calls; screen and direct calls; greet visitors and direct to appropriate personnel; route and distribute incoming mail and other materials; prepare outgoing mail and packages.
Engage in meaningful and intentional professional development appropriate for areas of responsibility.
In order to uphold internal pay parity and equity salaries are nonnegotiable for new and current Buncombe County employees. All new employees are paid according to their years of relevant education and experience above minimum requirements for the position and employees have the opportunity to obtain pay increases via cost of living increases and promotions.
Buncombe County Government realizes the importance of a diverse professional workforce and the need to foster a responsive and innovative organizational culture one that fully engages all of our employees honoring and building on each employees unique experiences opinions and perspective.
It is the policy of Buncombe County to provide equal employment opportunities (EEO) to all persons regardless of race color religion sex national origin political affiliation physical or mental disability age veteran status genetic information sexual orientation gender identity or any other legally protected class under federal or NC State law. In addition Buncombe County expressly prohibits any form of workplace harassment or discrimination.
Applicants for employment are invited to participate in the affirmative action program by reporting their status as a protected veteran or other minority. In extending this invitation we advise you that: (a) workers (applicants) are under no obligation to respond but may do so in the future if they choose; (b) responses will remain confidential within the human resource department; and (c) responses will be used only for the necessary information to include in our affirmative action program. We are a company that values diversity. We actively encourage women minorities veterans and disabled employees to apply. Refusal to provide this information will have no bearing on your application and will not subject you to any adverse treatment.
Required Experience:
IC
Employment Type
Full-Time
