Office Services Coordinator

JOB

This position is responsible for coordinating the administrative activities and functions of the department. This position is a grade 16.

EXAMPLE OF DUTIES

Assists Senior Staff by coordinating work efforts and managing the flow of information to appropriate personnel, preparing correspondence and various reports of a confidential or technical nature, and provides research on special projects as needed. Assists in preparing and monitoring department budgets, attending meetings to clarify budget requests, inputting budget information into the County's financial system, ensuring adherence to the County's purchasing policy, and ensuring correct coding for accounting purposes. Responds to inquiries from Finance for information needed in clarification of accounting processesMaintains various records and documents in paper and/or electronic format. Reviews documents to ensure adherence to policy and procedures and consistency, and manages confidential information.Prepares a variety of reports and documentation in accordance with departmental operations and within designated timeframes.Performs customer service functions, answers and screens telephone calls, provides assistance or directs calls to appropriate personnel; initiates/returns calls as necessary; responds to routine and non-routine questions and providing information. Assists in maintaining departmental calendars and coordinates meetings. Gathers, edits, and copies material for various meetings and takes minutes as needed. Responds to emails and telephone calls for the department.Maintains confidentiality of department issues and documentation regardless of whether this information is relayed in verbal or written form. Maintains internal personnel files and training files on all department employees containing personal documents, medical documents, evaluations, salary documents, disciplinary records, training and certification information and emergency contact information.Assists throughout hiring process to include updating applicant status in online applicant tracking software, scheduling interviews and testing, conduct background checks, and coordinating with Human Resources staff on completion of pre-hire physical, drug screen and other pre/new hire tasks.Recommends, develops and implements policy and procedures regarding various administrative functions.Handles requests for information from the general public and county staff; provides high level assistance to a variety of internal and external customers for information discrepancies, and other related information.Receive and track funds due to and received by the department and forward such payments to the finance department for deposit and recording.Assists Administrative Staff in monitoring monthly expenditures and determining re-allocation of funds, preparation of bid documents and completion of supplemental forms.Performs other duties as assigned.

SUPPLEMENTAL INFORMATION

KNOWLEDGE REQUIRED BY THE POSITIONCounty Employee Handbook, Barrow County Purchasing Policy;Computers and applicable software with emphasis on Microsoft Word and Microsoft Excel;Basic accounting skills; Applicable County, State and Federal Laws, rules, regulations and ordinances;Purchasing policies and guidelines;Basic principles of public administration;County policies, guidelines and procedures;Computers and applicable software;Budgetary principles. SKILLSKeeping abreast of and applying applicable laws, rules, regulations and ordinances;Supervising and evaluating employees;Utilizing computers and applicable software;Prioritizing and assigning work;Preparing, analyzing and interpreting various reports;Handling sensitive and confidential issues;Conducting research and gathering information;Operating standard office equipment;Problem solving and decision making;Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction. PHYSICAL DEMANDS/ WORK ENVIRONMENT Positions in this class require: fingering, talking, hearing, seeing and repetitive motions.Sedentary Work: Exerting 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, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.