Administrative Coordinator - Workforce Development

Administrative CoordinatorUnder 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 team's calendarManage 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 organizationComplete assignments that include creating and proofreading correspondence, forms, tables and somewhat complex reportsGreet clients, screen visitors/phone 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 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 deadlinesEducational/Previous Experience Requirements:Minimum Degree Required: High 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 and/or training approved by Human ResourcesLicenses/Certifications: Licenses/Certifications Required at Date of Hire: NoneWorking Conditions:Hours: Normal business hours, some additional hours may be requiredTravel Required: Local travel may be requiredWorking Environment: Climate controlled office