Administrative Coordinator (Library)

THIS ADVERTISEMENT IS FOR A VACANT POSITION IN THE OFFICE OF THE PUBLIC SAFETY DIRECTOR

Salary Range: $46441 - $74769 FLSA: Exempt

Purpose of Classification:

The purpose of this classification is to serve as the office manager for a large division or department. While the essential functions are similar to those of an Administrative Assistant Administrative Coordinators are broadly responsible for all administrative support functions in a division or department whereas Administrative Assistants typically focus more narrowly on one or more aspects of the work. Work often requires a broader knowledge and comprehension of techniques information methods and organizational procedures wherein a moderate latitude for judgment relative to understanding and interpretation is required.

Essential Functions:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar related or a logical assignment for this classification. Other duties may be required and assigned.

Leads and coordinates daily work activities of administrative support staff in the department; confers with supervisor to obtain direction regarding work assignments and priorities; organizes tasks in order to complete assigned work; monitors status of work in progress and inspects completed work; confers with co-workers assists with complex/problem situations and provides technical expertise; assists with training and instructing co-workers regarding operational procedures and proper use of equipment; and assists with supervision of co-workers by reporting employee problems; and providing input on disciplinary action and employee performance evaluations.

Serves as liaison between the assigned department and other departments/divisions staff members County officials the public community leaders outside agencies or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; and circulates documentation to appropriate departments.

Serves as departmental human resources liaison; prepares new employee paperwork; processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and researches discrepancies; tracks accrued and used sick leave and vacation time; enters payroll data into computer for payment; prepares personnel change forms; and maintains attendance records confidential personnel/payroll files employee rosters certifications background checks and related records.

Provides administrative/secretarial support for management and/or staff of assigned department/division: relieves management staff of routine administrative tasks; screens telephone calls mail e-mail and other communications and initiates appropriate action/response; records and transcribes dictation; types composes edits or proofreads various documentation; maintains calendars and schedules meetings appointments interviews or other activities; and coordinates travel arrangements accommodations conference registrations or related plans for department staff.

Processes documentation pertaining to budget or general financial management; reviews invoices for accuracy matches with purchase orders; enters budget data into computer; assists with budget preparation; provides budgetary input and assists in forecasting revenues/expenditures; enters daily revenue into computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; processes budget transfers as needed; reconciles payable records with Finance Department records prepares bank deposits; coordinates internal accounting activities; maintains current balances for accounts; and maintains departmental petty cash funds

Processes purchasing documentation; reviews purchase requisitions and verifies availability of budgeted funds; prepares purchase orders and forwards data to appropriate departments; obtains competitive price quotes; orders materials under blanket purchase orders; reviews invoices purchase orders or other documents for accuracy; researches discrepancies assigns proper accounting/budgetary codes obtains proper signatures and forwards for payment; and maintains files and records.

Receives and sorts incoming documentation and materials; sends/receives documentation; distributes/delivers incoming faxes subpoenas mail or other documentation to appropriate personnel; sorts organizes opens and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; and copies/distributes forms reports correspondence schedules agendas or other documentation.

Performs customer service functions in person by telephone and by mail; provides information/assistance regarding department/division services procedures fees or other issues; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution; receives payments for various fees fines or services; records transactions posts payments and issues receipts; balances cash drawers; and prepares revenues for deposit and forwards as appropriate.

Provides administrative support for boards committees or other meetings; prepares meeting agendas packets and related documentation; coordinates meeting rooms/facilities equipment and refreshments; notifies participants of scheduled meetings; submits public notices to newspapers property owners or others as required; prepares and distributes agendas meeting notices meeting packets and related documentation; records and transcribes meeting minutes; distributes meeting minutes to appropriate individuals; and maintains official records.

Maintains department webpage social media and online enrollment; uploads pictures schedules brochures and other events and information; adds upcoming events to calendar; posts news and announcements; enters and maintains information regarding classes and fees; processes registrations memberships and rentals; runs reports and prints class lists; and assists customers with creating user accounts and site navigation as needed.

Coordinates arrangements for various meetings; notifies participants of scheduled meetings; prepares meeting notices agendas and meeting packets; coordinates room reservations setup refreshments and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; and maintains records.

Processes a variety of documentation associated with department operations within designated timeframes and per established procedures; receives reviews records types and/or distributes documentation; enters data into computer systems; logs tracks or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; and files maintains and stores hardcopy records.

Maintains file system of various files/records for the department; prepares files organizes documentation and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; and conducts records maintenance activities in compliance with guidelines governing record retention.

Maintains current maps telephone lists directories operating manuals procedures and other reference materials.

Conducts research of department files database records hardcopy materials internet sites or other sources as needed.

Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; and initiates requests/orders for new or replacement supplies.

Communicates with supervisor employees volunteers other departments County officials other municipalities government agencies attorneys engineers contractors vendors sales representatives customers the public community organizations outside agencies and other individuals as needed to coordinate work activities review status of work exchange information or resolve problems.

Minimum Qualifications:

Associate degree in Office Administration or Office System Technology preferred; five years of progressively responsible office administration (preferably in a public sector) customer service or records management experience; or any equivalent combination of education training and experience which provides the requisite knowledge skills and abilities for this job.

Specific License or Certification Required: May require possession and maintenance of valid State of Georgia Notary Public certification.