City of Springfield

ADMINISTRATIVE COORDINATOR

Pay Grade: 30

FLSA Status: Nonexempt

Bargaining Unit: Nonunion

Benefits Summary

GENERAL DUTIES AND RESPONSIBILITIES

Under the direction of the City Manager, Assistant City Manager, or Elected Official, provides administrative, paraprofessional, and secretarial support of a confidential nature that includes: project coordination, scheduling, data gathering and compilation, special projects, clerical supervision, budget preparation and monitoring, Council meeting attendance, reception, and various office support functions. Performs related duties as required.

Essential Duties

1. Coordinates complex administrative and project activities for the City Manger/Mayor's Office in accordance with general directives and Office or City policy and procedures

2. Performs basic research tasks independently; receives, sorts, analyzes, and summarizes information for preparation of reports; completes special projects, as assigned by one of the office managers or elected officials by gathering, compiling, and analyzing data, monitoring timetables, organizing sub-programs, scheduling staff, and conducting the necessary follow-ups.

3. Prepares the department budget; maintains departmental records to monitor activities, expenditures and other budget transactions, training, personnel actions, attendance and leave for pay purposes, performance appraisals, and interaction with other agencies, departments, the City Council and its committees and the community.

4. Provides primary initial contact for the offices of the City Manager, the Mayor, and the City Council; interacts with the public and public officials from other agencies; exercises discretion and judgment in confidential and sensitive matters; provides support to the City Recorder and Communications Manager as required.

5. Supervises one or more programs of clerical activity or assigns and reviews the work of clerical employees as required; recommends the hiring, dismissal, discipline, promotion, or training of assigned staff; provides training and orientation to new employees as needed.

6. Maintains a schedule of appointments and events for the City Manager, Assistant City Manager, Mayor, and City Council by using hourly and date calendars, internal/external information, and PC schedulers.

7. Establishes and maintains a filing system for the confidential storage and retrieval of all internal/external correspondence, records, reports, and documents; may receive, process and distribute department mail.

8. Answers the telephone and responds to caller by providing information or referring to appropriate individual or otherwise making proper disposition of problem; places and returns calls as required; received visitors for the City Manager or the Mayor, and provides information or refers as needed.

9. Types correspondence from written, printed, taped, or dictated sources to include letters, memoranda, records, forms, minutes, and reports; may prepare reports of project findings or work activities for a manager or elected official; may prepare routine correspondence.

10. Operates office equipment to include PCs, calculators, transcribers, photocopiers, FAX machines and telephones; orders expendable office supplies and various meeting and event supplies, using City purchasing procedures; may requisition a variety of items.

11. Obtains and processes minutes from Council and/or committee meetings; relays and distributes administrative decisions, policies, ordinances, Council agendas, minutes, and other related documents.

QUALIFICATION REQUIREMENTS

Knowledge, Skills, and Abilities

Thorough knowledge of modern office practices and procedures; considerable knowledge of the organization, functions, rules, procedures and programs of a chief executive office; considerable knowledge of the methods used in budget monitoring and recordkeeping; knowledge of vocabulary, spelling, punctuation, and image that would be characteristic of communication in an executive office; knowledge of basic mathematics and bookkeeping techniques; knowledge of supervisory techniques; knowledge of the capabilities of PCs; knowledge of data gathering and report writing techniques; ability to learn the office operations and procedures, and function as a team member; ability to gather, compile, organize and interpret information; ability to act independently and make routine decisions; ability to maintain the confidentiality and professionalism required by an executive office; ability to assign and review the work of clerical employees; ability to maintain orderly and accurate files and records; ability to write accurate, understandable reports; ability to receive office visitors in persona nd by telephone, and provide the necessary information or referral; ability to effectively organize work in a fast-paced, multi-task operation; ability to utilize PCs sufficiently to perform the duties of the position; ability to work harmoniously with other employees, elected officials, and the general public.

Experience and Training

Five years of increasingly responsible experience in secretarial or paraprofessional positions that provided direct support to one or more managers, to include at least one year in an executive office. Formal business training/education may be substituted for up to half of the required experience or any combination of experience, training and education that provides the required knowledge, skills, and abilities.

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