Administrative Coordinator II IT

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 record-keeping ensuring that all financial processes are handled efficiently. While this position works within the IT Department this is an administrative only position and does not require any direct IT experience or specialized knowledge.

Initially based onsite this role has the potential to transition to a hybrid model in the future. The day-to-day 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 Assistant will provide support with purchase orders vendor requests and other administrative tasks as needed.

Though this position primarily focuses on administrative functions it also requires regular coordination with various team members across the department ensuring smooth and efficient operations at all times.

Purpose of the position:
The purpose of this position is to provide general administrative support in a variety of areas such as but not limited to financialmanagement budget preparation purchasing contract administration and monitoring personnel general administration and specialprojects.

Minimum Education Training and/or Experience (required at time of hire): Associate degree from an accredited college oruniversity with major coursework in related field and three (3) years of administrative support management or closely relatedexperience; or equivalent combination of education or experience.

Essential Functions of the position:

• Perform administrative support functions such as compiling posting or recording information from a variety of sources thatusually involve calculations research and verification of information. Functions may include completing forms reportsquestionnaires 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 affect 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 employeecorrespondence related to payroll matters.

• Perform administrative support work such as data entry or retrieval creating spreadsheets work tickets correspondencerecordkeeping 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 ofcircumstances; may screen and respond to inquiries and complaints; provide information on policies and procedures; and performother 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 quicklybetween 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 relatedsoftware including advanced knowledge of Microsoft Office software. (Specifically Word Excel and Outlook) as well asthe ability to stay current with emerging office technologies.

• Possess solid financial analytical business and problem-solving skills. Competency to ensure proper accounting of Countytransactions 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 establishedprocedures; 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 andother 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 anddistribute incoming mail and other materials; prepare outgoing mail and packages.

• Engage in meaningful and intentional professional development appropriate for areas of responsibility.

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 natural hair or hairstyles ethnicity creed color sex sexual orientation gender identity or expression national origin or ancestry marital or familial status pregnancy veteran status religious belief or non-belief age or disability or any other legally protected class under federal or NC State law. EEO practices and employment decisions regarding recruitment hiring assignment promotion and compensation shall not be based on any of these protected addition the County expressly prohibits any form of workplace harassment or discrimination.