Administrative Coordinator I

General Statement of the Job & Essential Functions GENERAL STATEMENT OF JOB Under direct supervision, this position is responsible for coordinating administrative responsibilities and functions, to include technical support for departmental staff.
Reports to the City Attorney.
ESSENTIAL JOB FUNCTIONS Performs administrative support work such as word processing, creating spreadsheets, data entry and retrieval, and functions that may require interpretation, judgment and determining appropriate processes to be used; reviews forms, data and other information to ensure accuracy and conformance to established procedures and policies.
Interacts with the public and others outside the work unit to obtain and provide information and assistance in a variety of circumstances; may screen and respond to inquiries and complaints; provides information on policies and procedures; performs other similar types of administrative support activities; and responsible for establishing, coordinating, and/or maintaining filing and record systems.
Performs administrative duties and compiles data for specific projects or reports, as assigned, ensuring completion by specified deadlines and in accordance with established goals and objectives; assist with, or coordinate special programs and projects as assigned, researches information, compiles copies, assembles and/or disseminates information, prepares detailed reports as appropriate.
Receives and distributes mail and packages for the department and employees; orders supplies; establishes, coordinates, and/or maintains filing and record systems; performs other similar types of administrative support activities; types materials from typed or handwritten copy which requires the use of a variety of complicated formats for preparing correspondence, reports, and files; assumes responsibility for correctness of spelling, punctuation, format, and grammar.
Performs other related work as required.
Knowledge, Skills & Abilities PERFORMANCE INDICATORS Knowledge of Job: Has considerable knowledge of federal, state and local laws, rules, and regulations governing personnel administration.
Has general knowledge of general office practices, methods and procedures used by the city.
Has some knowledge of ethical guidelines applicable to the position as outlined by professional standards and/or federal, state and local laws, rules, and regulations.
Is skilled in the use of common office equipment, including computer-driven word processing, spreadsheets, and file maintenance programs.
Is able to make routine administrative decisions independently in accordance with laws, regulations, and city policies and procedures.
Is able to analyze and interpret policy and procedural guidelines to resolve problems and questions.
Is able to exercise considerable tact and courtesy in frequent contact with the public.
Is able to exercise tact and discretion in handling confidential personnel information.
Is able to establish and maintain effective working relationships as necessitated by work assignments.
Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities.
Exercises immediate corrective action to correct any quality of deficiencies that occur in areas of responsibility.
Maintains high quality of communication and interacts within departments and division, and with co-workers and the general public.
Quantity or Work: Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions".
Dependability: Assumes responsibility for doing assigned work and meeting deadlines.
Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures.
Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.
Attendance: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness.
Provides adequate notice to higher management with respect to vacation time and time-off requests.
Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities.
Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.
Judgment: Exercises analytical judgment in areas of responsibility.
Identifies problems or situations as they occur and specifics decision objectives.
Identifies or assists in identifying alternative solutions to problems or situations.
Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors Researches problems, situations and alternatives before exercising judgment.
Seeks expert or experienced advice when necessary.
Relationships with Others: Shares knowledge with supervisors and staff for mutual and departmental benefit.
Contributes to maintaining high morale among all department employees.
Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the public to maintain good will toward the department and project a good departmental image.
Tactfully and effectively handles requests, suggestions and complaints from other departments and persons to maintain good will within the city.
Interacts effectively with fellow employees and the public.
Coordination of Work: Plans and organizes daily work routine.
Establishes priorities for the completion of work in accordance with sound time management methodology.
Avoids duplication of effort.
Estimates expected time of completion of elements of work and establish a personal schedule accordingly.
Attends meetings, planning sessions and discussions on time.
Implements work activity in accordance with priorities and estimated schedules.
Maintains a calendar for meetings and deadlines.
Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies.
Sees that the standards are not violated.
Maintains a clean and orderly work place.
Education, Experience & Special Requirements EDUCATION & EXPERIENCE High school diploma or equivalent, supplemented by vocational or administrative training/courses in business or computer applications, or a related field, and 1 to 2 years of responsible administrative office experience including use of computers and standard software applications; or an equivalent combination of education and experience.
SPECIAL REQUIREMENTS An acceptable general background check to include a local, state, and federal criminal history check and sex offender registry check.
A valid driver’s license with an acceptable driving record.
Individuals in this position cannot be listed as having a founded child abuse or neglect complaint.
Physical Demands MINIMUM QUALIFICATIONS OR STANDARDS REQUIREDTO PERFORM ESSENTIAL JOB FUNCTIONS Physical Requirements: Must be physically able to operate a variety of automated office machines including computers, typewriters, calculators, copiers, facsimile machines, etc.
Must be able to exert up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
Sedentary work involves sitting most of the time but may involve walking or standing for periods of time.
Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things.
Interpersonal Communication: Requires the ability to speak and or signal people to convey or exchange information.
Includes receiving instructions, assignments and/or directions from supervisors.
Language Ability: Requires the ability to read a variety of correspondence, reports, personnel records, applications, procedure manuals, forms, etc.
Requires the ability to prepare correspondence, reports, certificates, forms, logs, etc.
Requires the ability to speak to people with poise, voice control, and confidence.
Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions.
Requires the ability to assess critical situations and establish methods to resolve such situations.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions.
Must be able to communicate effectively and efficiently in a variety of technical or professional languages.
Numerical Aptitude: Requires the ability to utilize mathematical formulas, to add, subtract, multiply, and divide, and utilize decimals and percentages.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.
Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using a variety of office equipment.
Manual Dexterity: Requires the ability to handle a variety of items, such as office equipment.
Must have minimal levels of eye/hand/foot coordination.
Color Discrimination: Requires the ability to differentiate between colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions.
Must be adaptable to performing under stress and when confronted with persons acting under stress.
Physical Communication: Requires the ability to talk and/or hear: (talking: expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by car).
Must be able to communicate via telephone.
AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS The City of Portsmouth is an Equal Opportunity Employer.
ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities.
Prospective and current employees are invited to discuss accommodations.
This is a class description and not an individual position description.
A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.