Administrative Coordinator

Description

PRIMARY OBJECTIVES OF THE POSITION

Perform responsible technical and administrative work serving as the primary service counter contact, and administrative support to the Parks and Recreation Director. Assist the public in answering specific and general inquiries regarding codes, procedures and policies. Process permit applications, issue and receipt permits. Provide clerical and counter support to Parks and Recreation Department. Responsibility for the performance of moderately complex clerical duties which require judgment based on knowledge gained through experience. Serve the public and other City employees and officials by responding to various inquiries.

Hiring range for this position is $32.12 to $38.71 per hour based on qualifications.

Examples of Duties

ESSENTIAL FUNCTIONS OF THE POSITION

The essential functions of the position include, but is not limited to the following:

• Provide public service activities including, but not limited to, greeting counter walk-ins, answering telephones, responding to requests for information, provide appropriate assistance by directing to the appropriate individual or department.
• Receive, log and review permit applications and supporting documents to verify completeness and accuracy of information; assess scope of project and relevant permit requirements; educate customers regarding necessary permits and general code compliance of proposed projects.
• Process, issue and receipt faxed, mailed and over-the-counter permit applications. Issue and receipt all other permits prepared that are ready for issuance.
• Review, approve and issue city right of way registration and insurance certification.
• Research records and provide public with specialized site-specific property information such as approved permits, construction plans, zoning and surveys or site plans.
• Prepare general correspondence, reports, lists and records.
• Perform a variety of detailed clerical tasks such as compiling, calculating and preparing special reports, maintains records.
• Responsible for maintenance of permit software database, including contractors, permit payment information and updating of parcel information.
• Develop, create and implement department application forms and handouts.
• Organize, file and maintain department files. Scan and store department records into data retention computer system.
• Answer general inquires in a pleasant and friendly manner from contractors, vendors, and public both over the phone and for general walk-in traffic.
• Prepare monthly, quarterly and annual reports for various City, State, Federal and other agencies as required.
• Prepares agendas and supporting materials for department and city; take and transcribe minutes; prepares and distributes minutes and reports; prepares agenda reports.
• Assists with the preparation, coordination and administration of a wide variety of confidential information, department projects and independent contracts including but not limited to: seasonal bid contracts, bidding and contract letters and documents
• Perform special projects as assigned by the Director.
• Perform other duties and assumes other responsibilities as are apparent or delegated.
• Attends before and after hour meetings, and occasional weekend hours to support the administrative duties for Parks and Recreation functions at events.
• Supervises the administrative assistant and part-time receptionist.
• Oversees and administers accounts payable and receivable.
  
  

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

QUALIFICATIONS

Typical Qualifications

Minimum Qualifications:

Education

High school diploma or GED Certificate plus license/certification/training at vocational school, related on-the-job experience or an associate’s degree in a related field.

Experience

Two (2) years of government clerical experience with extensive public contact.

Experience

Desired Qualifications:

• Four (4) years of experience as an office manager, executive assistant, or permit technician in a Public Works, Engineering or a construction administration organization.
  
  

KNOWLEDGE, SKILLS AND ABILITIES

• Considerable knowledge of English, spelling, punctuation, arithmetic and vocabulary.
• Ability to perform the full range of office and administrative support duties and tasks.
• Understand and explain City policies, procedures and fees to the general public, permit applicants and city staff.
• Ability to read and interpret blueprints, maps, specifications and other construction related documents.
• Ability to learn, interpret, explain and apply local, state and federal regulations and standards related to infrastructure construction.
• Proficient in the operation of office equipment including computer software such as word processing, database and spreadsheet applications. Prefer experience with database programs and Tyler software.
• Ability to work independently and use good judgment without requiring immediate supervision.
• Ability to deal with the contractors and the public in a tactful and courteous manner.
• Knowledge of modern office equipment, and clerical practices and procedures.
• Ability to handle multiple priorities in a fast-paced work environment.
• Ability to work with many distractions such as interruptions from phones and walk-ins.
• Ability to type or enter data at a speed necessary for successful job performance.
• Ability to update brochures and information for the website.
  
  

Special Equipment

Multi-line phone systems, including computer aided systems; personal computer including word processing, spreadsheet, agenda management (CivicClerk), document management (Laserfiche), accounting systems (Springbrook), website/social media platforms, online bidding and permit software.

Supplemental Information

SUPERVISION RECEIVED

Works under the general supervision of the Parks and Recreation Director.

SUPERVISION EXERCISED

Exercise supervision over Front Desk Receptionist.

TOOLS AND EQUIPMENT USED

Multi-line phone systems, including computer aided systems; personal computer including word processing, spreadsheet, outlook, agenda management and recreation software (CivicPlus programs including Civic Rec and Civic Clerk), document management (Laserfiche), accounting systems (Springbrook), website/social media platforms, specialized software for insurance reimbursements, Sling (staff scheduling software), Adobe products and credit card company software.

Complexity

Work requires many different processes and methods applied to an established professional or technical field.

Responsibility

Supervision Needed: This position either (a) carries out work with minimal supervision (i.e., the supervisor sets only goals, priorities, and the deadlines; and the employee uses guidelines that cover most situations), or (b) follows the supervisor’s directions on methods and desired results but modifies methods to resolve unforeseen situations and problems.

Supervision Given: Moderate coordination of work with other individuals (Non-Supervisory).

Impact: Work affects the overall efficiency and image of the City.

REQUIRED PHYSICAL ABILITIES AND WORK CONDITIONS

The physical demands and work conditions described here are representative of those that must be met by an individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Nonstrenuous - occasionally climbs a few steps, balance, bend/stoop, kneel, crouch, squat, crawl, reach above shoulder level, sit, stand, walk, finger/enter data/keystroke, feel, talk, or hear, and/or exerts up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

Surroundings: Low Risk - Exposure to inside environmental conditions where it is adequately lighted, ventilated and heated, and normal precautions must be observed.

TOOLS AND EQUIPMENT USED:

Tools and equipment used in a public works environment including, but not limited to: computers, Microsoft Office, Laserfiche, Granicus software systems, typewriters, faxes, copiers, phones, and calculators.

NOTE: This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

The City of Faribault is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

In accordance with City policy and applicable law, the following deductions may be made from your payroll checks:

• Federal and State withholding for taxes, Social Security, Medicare, pre-tax life insurance, garnishments, etc.
• Statutorily required PERA contributions (Public Employee Retirement Association).
• Insurance premiums for health, life, dental, STD, and other elected coverages.
• Elected contributions to deferred compensation, H.S.A. funding, and flexible benefit programs.
• Elected contributions to credit unions or other banks.