Administrative Coordinator (50187)

General Description:

The purpose of this class within the organization is to perform a variety of routine to complex administrative work to maintain efficient and effective office operations.

This class works under general supervision, independently developing work methods and sequences.

Note:

This position may occasionally require evening hours.

Duties and Responsibilities:

The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions or change functions.

Essential Job Functions:

- Provides lobby coverage at the Neighborhood Services Building by greeting guests, visitors, and customers; directs or escorts them to specific destinations.

- Provides extensive customer service via phone, email, visitors and other interested parties; identifies issues and addresses customer concerns; and answers inquiries.

- Serves as the Departments office manager. Acquires office supplies and materials, procures technology and furniture replacements, and places work orders for repairs.

- Organizes team-building events, lunches and other activities (e.g., all staff meetings, training, etc.) for department.

- Performs responsible and varied administrative duties for department head.

- Provides administrative support for community programs, neighborhood meetings and events.

- Maintains, updates, and approves requests for usage of conference rooms, manually and electronically.

- Provides audio-visual support, set- up, and break down conference rooms after some events.

- Sorts and distributes mail and assists with special mailings.

- Provides backup coverage for the Inspections Support Specialist.

- Performs all other duties as may be assigned to meet organizational needs.

Additional Duties :

Provide clerical support for the department head by preparing and editing emails, documents, and presentations.

Explain policies, procedures, and programs to the public in person, by phone and email.

Receives and responds to inquiries, complaints, and requests for assistance from customers regarding Neighborhood Services.

Provides other departmental administrative support and assistance where needed or when assigned by department head.

Performs related work as assigned.

Knowledge, Skills, and Abilities

- Proficient knowledge in Microsoft Office Suite, particularly Outlook, Word, PowerPoint and Teams.

- Knowledge of modern office practices and equipment.

- Knowledge of and skill in the maintenance of efficient filing systems.

- Knowledge of proper English usage, vocabulary, punctuation, and spelling.

- Knowledge of basic mathematics.

- Skilled in operating and maintaining a variety of office equipment as necessary in the performance of daily activities.

- Possess excellent administrative, customer service and writing skills.

- Ability to plan, organize and prioritize daily assignments and work activities; ability to meet strict timelines and perform multiple tasks.

- Ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with emergency situations or tight deadlines.

- Ability to maintain positive customer-focused relationships with co-workers, supervisors, agencies, the general public, and all other internal and external customers. Personally demonstrates appropriate customer service skills.

- Work is performed onsite. The incumbent must be present at work to perform the essential functions of this job.

Data Responsibility:

Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.

Collects, classifies or formats data or information in accordance with a prescribed schema or plan to facilitate the identification and extraction of useful information.

People Responsibility:

People include co-workers, workers in other areas or agencies and the general public.

Speaks with or signals to people to convey or exchange information of a general nature.

Asset Responsibility:

Assets responsibility refers to the responsibility for achieving economies or preventing loss within the organization.

Requires some responsibility for achieving minor economies and/or preventing minor losses through the handling of or accounting for materials, supplies or small amounts of money.

Mathematical Requirements:

Mathematics requires the use of symbols, numbers and formulas to solve mathematical problems.

Uses addition and subtraction, multiplication and division and/or calculates ratios, rates and percents.

Communications Requirements:

Communications involves the ability to read, write, and speak.

Reads technical instructions, procedures manuals and charts to solve practical problems, such as assembly instruction for tools, routine office equipment operating instructions, and methods and procedures for investigations and in drawing and layout work; composes routine reports and specialized reports, forms, and business letters, with proper format; speaks compound sentences using normal grammar and word form.

Judgment Requirements:

Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.

Responsible for guiding others, requiring a few decisions, affecting the individual and a few co-workers; works in a stable environment with clear and uncomplicated written/oral instructions but with some variations from the routine.

Complexity of Work:

Complexity addresses the analysis, initiative, ingenuity, concentration and creativity, required by the job and the presence of any unusual pressures present in the job.

Performs skilled work involving rules/systems with almost constant problem solving; requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressure.

Impact of Errors:

Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals.

The impact of errors is moderate – affects those in work unit.

Physical Demands:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs s edentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Equipment Usage:

Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products.

Handles or uses work aids involving moderate latitude for judgment regarding attainment of a standard or in selecting appropriate items.

Unavoidable Hazards:

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

None.

Safety of Others:

Safety of others refers to the level of responsibility for the safety of others, either inherent in the job or to ensure the safety of the general public. (Does not include safety of subordinates).

Requires some responsibility for safety and health of others and/or for occasional enforcement of the standards of public safety or health.

Minimum Education and Experience Requirements:

Requires High School graduation or GED equivalent supplemented by specialized courses/training equivalent to completion of one year of college in business or related field.

Proficiency in Microsoft Office Suite, particularly Outlook, Word, PowerPoint and Teams.

Requires three years in administrative work or customer service or closely related experience.

The equivalent combination of education, training and related work experience may be considered.

Special Certifications and Licenses:

A Valid Drivers License

Americans with Disabilities Act Compliance

The City of Rock Hill, SC is an Equal Opportunity Employer. ADA requires City of Rock Hill, SC to provide reasonable accommodations to qualified persons with disabilities. If you have a disability or believe that you do and need information about reasonable accommodations, please contact the ADA Compliance Officer at 329-5570.

ESSENTIAL FUNCTIONS

- The task is actually required for the employees currently performing the job.

- The nature and purpose of the job would significantly change if the task was not required.

- The task is the sole requirement of the main purpose of the job.

- There are no other employees available to perform the task.

- It would be difficult to shift this task due to the small number of other employees available to perform the task.

- It is necessary that every employee in this job be capable of performing this task for safety / health reasons.

Reasons * Duties specific to this position

1,2,3,4,5 Provides lobby coverage at the Neighborhood Services building by greeting guests,

visitors and customers and directs or escorts them to specific destinations.

1,2,3,4,5 Provides extensive customer service via phone, email, fax to the general public,

customers, visitors and other interested parties; identifies issues and addresses

customer concerns; answers inquiries.

1,2,3,4,5 Serves as the Departments office manager. Acquires office supplies and materials, procures technology and furniture replacements, and places work orders for repairs.

1,2,3,5 Organizes team-building events, lunches and other activities (e.g., all staff meetings,

training, etc.) for department.

1,2,3,5 Performs responsible and varied administrative duties for department head.

1,2,3,5 Provides administrative support for community programs, neighborhood meetings

and events.

1,2,3,4,5 Maintains, updates, and approves requests for usage of conference rooms, manually

and electronically.

1,2,3,5 Provides audio-visual support, set- up, and break down conference rooms after some events.

1,2,3,5 Sorts and distributes mail and assists with special mailings.

1,2,3,5 Provides backup coverage for the Inspections Support Specialist.

1,3 Performs other related work as required to meet organizational need.