Administrative Coordinator - Workforce Development

Job Title Administrative Coordinator Job Status Full time Functional areas employee may be assigned AdministrationWorkforce DevelopmentYouth & EducationJob SummaryUnder general supervision the Administrative Coordinator uses intermediate skills obtained through experience and training to coordinate administrative functions of an assigned division The employee supports the division by performing a variety of administrative duties such as project management conference or meeting planning preparing complex documents and coordinating activities Collects compiles records or otherwise gathers data and prepares standard and custom reports with information necessary for decision making Works with interdepartmental teams to ensure smooth day to day operations of division This employee may supervise or lead the work of other administrative staff Essential Duties and Responsibilities Oversee the smooth operations of administrative functions for an assigned divisionArrange meetings schedule appointments complete travel arrangements and may maintain a supervisor or teams calendarManage administrative projects of assigned division including but not limited to check requests and reimbursements recordkeeping program reporting consumer satisfaction surveys etcPlan and execute events for division and full organizationComplete assignments that include creating and proofreading correspondence forms tables and somewhat complex reportsGreet clients screen visitorsphone calls and answer general inquiries and refer clients to appropriate source under established guidelinesFacilitate interdepartmental communications and interactions between internal and external partiesMonitor levels of office supplies for division and order supplies as neededSort and file correspondence articles reports and other documents in filing systemConduct research compile information and data to present findings to supervisor or to prepare presentationsProvide information and simple analysis to aid in recommending the solution for business problemsRecommend methodology as to best coordinate administrative responsibilitiesCoordinate work orders for events maintenance and repair of office equipmentCoordinate with IT team to set up supplies and access for new employeesMonitor the condition of buildings equipment vehicles and grounds and coordination of any needed certifications repairs or renovationsHandle confidential personnel related duties for supervisors to coordinate with the appropriate departmentsMay pick up supplies from vendorsMay pick up and deliver mail from other buildingsMaintain agency confidentiality and clients privacyMay represent division on Building & Safety CommitteeMay be responsible for research data collection and reportingMay coordinate transportation for clients as neededMay supervise staffMay lead the work of others and provide day to day directionOperate standard office equipment and use required software applicationsPerform other duties and responsibilities as assignedKnowledge Skills and Abilities Knowledge of Intermediate concepts practices and procedures of office administrationSkill in Operating standard office equipment and using required software applications for program area and other applications including Microsoft OfficeAbility to Managing projects with competing prioritiesEstablish and maintain effective working relationships at all levels of the organizationProvide a high level of customer serviceCommunicate effectively both orally and in writingWork independently as well as collaboratively within a team environmentOrganize and prioritize multiple tasks to meet deadlinesEducationalPrevious Experience Requirements Minimum Degree RequiredHigh school diploma or GED equivalentand At least 3 years of experience in an administrative assistant or office manager capacity or any equivalent combination of experience education andor training approved by Human ResourcesLicensesCertifications LicensesCertifications Required at Date of Hire NoneWorking Conditions Hours Normal business hours some additional hours may be required Travel Required Local travel may be required Working Environment Climate controlled office