The Administrative Coordinator provides key administrative support to the City Manager's Office, Mayor, and City Council. Primary duties include executive support including call and calendar management, event coordination, office management, and invoice and purchasing card processing. Direct supervision is provided by the Assistant City Manager. The position requires a high level of technical, analytical and interpersonal skills to handle sensitive and confidential situations. The hiring range for this full-time, non-exempt position is $26.00-$29.00 per hour (DOQ).

Position Responsibilities

Council Support. Provides administrative support to the Governing Body. Investigates calls to the Mayor regarding complaints, and assists with determining a resolution. Notifies Mayor of requests, prepares correspondence, and updates the Mayor on the issues before contact. Retrieves, reviews, screens, and distributes mail for the Mayor and City Council. Provides calendar management (appointments, meetings, seminars, and conferences) for the Mayor and Councilmembers. Solicits interest, collects RSVP's, makes payments, and reminds participants of events and activities. Makes travel and accommodation arrangements for Elected Officials, and ensures forms, payments, and authorizations are correct. Assists department staff with new appointments and reappointments by the Mayor to various boards and commissions. Assists with the coordination of Council Orientation. Maintains awareness of requirements of Kansas Open Meetings Act in scheduling or being notified of meetings to be attended by members of the Governing Body. Prepares call and notice of meetings as required; reminds others of this responsibility as needed.

Executive Support. Serves as primary point of contact for the City Manager’s Office (CMO). Proactively manages all calls and answers questions, researching if answers are not readily available, and routing calls when appropriate. Provides timely follow up and exceptional customer service. Provides calendar management for CMO including weekly calendar review and organization. Ensures that meetings are scheduled and items are placed on the calendar at the request of CMO. Solicits interest, RSVP's, makes payments, and reminds participants of events and activities. Makes travel and accommodation arrangements for CMO and ensures forms, payments and authorizations are correct. Updates documents in PowerDMS as needed to support CMO. Coordinates and distributes monthly update email to the City Manager's department.

Public Interaction. Greetsclients, residents and customers. Ensures guests arrive at the proper location for meetings. Provides information on City policies and procedures, and refers callers and visitors to the proper individual or department. Represents the City in a professional and friendly manner.

Event Coordination. Works closely with departments and external organizations (ex: Chamber, CVB, Sister Cities Committee) on coordinating event guest lists, RSVP's, catering, decorations, venues, supplies, name tags, set-up/tear-down, copies, technology, and any other needed arrangements for meetings and City events. Serves as the main point of contact for scheduling and managing attendance of Mayor, City Council, and key City employees at events. Coordinates with the Chamber of Commerce to ensure City representation at ribbon cutting and other events. Serves as the primary point of contact for City Hall events such as retirements, as well as for recognition of employee life events such as funeral of family members, birth of babies, etc.

Office Management. Reconciles purchasing cards (P-cards) for the City Manager's department (City Hall and non-City Hall employees). Manages dues for professional associations and subscriptions to various services. Processes and pays invoices. Sets up Purchase Orders.
Service Requests. Handles miscellaneous service requests and emails to include investigating and responding directly with residents as needed.
Document Composition. Responsible for accurately creating documents including certificates, thank you notes, memos, invitations, and correspondence. Serves as a Notary Public, notarizing legal documents for residents and employees. Researches and mails correspondence from the Mayor on local resident and business accomplishments. Monitors online proclamation requests, and prepares, mails, and corresponds with requestor. Coordinates proclamations with the Mayor.

Minimum Qualifications

• Associates degree with course work in public or business administration or a related field is required. Bachelors degree is preferred.
• Three to five years of progressively responsible administrative or office management experience is required. Experience in municipal administrative work is preferred.
• Must be a Notary Public, Bondable and Insurable, or have the ability to become one within six months of employment.

Any combination of education and experience that provides the knowledge, skills and abilities to successfully perform the responsibilities identified in this job posting may also be considered.

Work Schedule

Generally this position works Monday through Friday, eight hour days. Attendance at schools and/or conferences may also be required. The employee must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with subordinates, supervisors, customers, vendors, and any other persons or organizations with whom interaction is required to accomplish work and employer goals.

Additional Statements:
The above statements are intended to describe the general nature and level of the work performed by employees assigned to this position. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications. The City of Shawnee reserves the right to amend and change responsibilities of job descriptions to meet business and organizational needs as necessary. The job description is not a contract or guarantee of employment.

The City of Shawnee complies with federal and state equal opportunity laws. It is the City's policy to provide an equal employment opportunity for all qualified employees and applicants for employment without regard to ancestry, race, color, religion, sex, sexual orientation, gender identity, pregnancy, age, national origin, disability, socioeconomic status, genetic information, citizenship, veteran status or familial status, or any other basis protected by state or federal law, in regard to hire, training, promotion, transfer, layoff, dismissal, discipline and other conditions of employment. If reasonable accommodation is necessary to apply or further information if needed, please contact Human Resources at (913) 742-6253.