Administrative Services Coordinator

Priority Position Deadline: Noon on April 28, 2026 

Full Wage Scale: $41.45 - $55.96

Benefits: 

Department:         Administration                                           Rating:           C44
Supervisor Title:   County Administrator                               FLSA Status:  Non-Exempt

POSITION SUMMARY

Under the direction of the County Administrator, the Administrative Services Coordinator provides countywide coordination and support for procurement, asset management, records retention, and risk management functions for assigned County departments. This position administers and supports consistent purchasing and procurement processes, maintains accurate records, and ensures compliance with applicable contracts, policies, federal regulations, and state statutes.

The Administrative Services Coordinator oversees compliance with county software and vendor agreements, including tracking renewals, usage, and documentation, and supports effective asset management practices to safeguard county resources. The position performs analytical and administrative work involving the interpretation and application of laws, regulations, and County policy, and provides recommendations to support informed operational and financial decision-making.

In addition, this position supports the administration of the county’s safety program by coordinating safety-related activities, organizing and supporting the County Safety Committee, and serving as a resource to department heads and supervisors on safety policies, training, incident reporting, and risk management practices. The role assists with the organization and coordination of administrative and operational projects that span multiple departments, helping track timelines, support communication, and promote consistency and accountability across County operations.

The Administrative Services Coordinator works closely with County Administration, Finance, Information Services, and Facilities/Building Maintenance to support procurement, safety, asset management, and operational initiatives, and performs other related duties as required to support efficient and effective County operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

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

1. Manages and supports the county’s procurement policy administration and compliance.
   1. Analyzes, interprets and communicates procurement per federal regulations, state statues, county policies and procedure.
   2. Recommends improvements to procurement policies and procedures, templates, forms, and solicitation documents to promote compliance, consistency, and operational efficiency.
   3. Services as a resource to department regarding procurement requirements and best practices.
2. Coordinates and maintains the county’s procurement processes.
   1. Coordinates all phases of direct purchase and competitive solicitations for assigned departments including request for quotes, request for proposals (RFP) and bid processes.
   2. Supports departments in planning and organizing procurement activities to ensure timely, compliant purchasing.
   3. Assists with standardizing countywide procurement processes and documentation.
3. Coordinates and supports the county’s risk management and safety program.
   1. Reviews and assesses the county’s risk management practices to help ensure policies and procedures address the financial, operational, and safety-related risks to the county.
   2. Coordinates with Minnesota Counties Intergovernmental Trust (MCIT) on loss control activities and physical asset claims; and assists with claim documentation and follow-up.
   3. Administers and supports the county’s safety program, including organizing and supporting the County Safety Committee, coordinating meetings, maintaining documentation, and tracking action items.
   4. Serves as a resource to department heads and supervisors regarding safety policies, training resources, incident reporting, and risk mitigation practices.
4. Maintains official procurement files which may be subject to audits and public data requests.
   1. Maintains accurate financial and administrative records to ensure Governmental Accounting Standards Board (GASB) compliance and audit readiness.
   2. Audits departments for compliance with procurement federal regulations, state statutes, county policies and procedures, and reports findings.
5. Manages the county’s software agreements, ensuring compliance with the contractual terms, collaborating with information technology and legal to review and finalize software agreements.
   1. Tracks, reviews and maintains all software agreements and subscriptions in a centralized system.
   2. Monitors renewal dates, ensures compliance with licensing terms, usage limits and audit requirements.
6. Assists as back-up to Administrative Assistant, and Board administrative support.
7. Performs other duties as necessary and/or assigned to support efficient and effective county operations.

 MINIMUM QUALIFICATIONS

To perform this position successfully, an individual must be able to perform each essential function satisfactorily.  The requirements listed below are representative of the formal education, experience and training required.

Education

• Four-year bachelor’s degree in business, public administration, procurement/purchasing, supply chain management, finance or related field

OR

• Associate degree in business, public administration, procurement/purchasing, supply chain management, finance or related field

Experience

• Two (2) years of experience with bachelor’s degree
• Two (3) years of experience with associate degree

Trainings, Certificates, and Licenses

• Valid driver’s license
• Certification in public procurement; Certified Professional Public Buyer (CPPB), Certified Public Procurement Officer (CPPO), NIGP Certified Procurement Professional (NIGP-CPP)

OR

• Ability to obtain in one (1) year of hire

DESIRED QUALIFICATIONS 

The requirements listed below are representative of the formal education, experience and training preferred in order to exceptionally perform all of the functions of this position.

Experience

• Experience in Local Government within procurement/purchasing

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

To perform this position successfully.

• Knowledge of federal regulations, state statutes, local laws, and county policies and procedures pertaining to purchasing and contracting. 
• Knowledge of departmental programs, their purposes, their objectives and regulations, and other funding sources.
• Knowledge of finance principles and practices. 
• Skill in the application of processes and procedures relating to purchasing and contracting. 
• Skill in analyzing data; performing complex mathematical calculations; and maintaining detailed records.
• Skill in handling multiple tasks with strong organizational skills, detail orientation, and excellent follow-up skills.
• Ability to establish and maintain effective relationships with county staff, government officials, contractors, state agencies, municipalities, trade organizations and community groups.
• Ability to work within a team environment to develop standards and guidelines. 
• Ability to organize workload, meet deadlines and set work priorities. 
• Ability to quickly comprehend and assimilate a large volume of new material. 
• Ability to maintain goal-directed focus in diverse areas simultaneously. Ability to analyze problems, identify options, implement solutions, and deal with affected parties with tact and diplomacy. 
• Ability to communicate effectively both orally and in writing.

 COMPLEXITY

The extent to which this position’s responsibilities are related to one another that best exemplifies the normal working conditions.

In addition to work that requires many different processes and methods, work also demands great depth of analysis to identify the nature and extent of problems, develop new methods, and deal with many variables including some that are unclear or conflicting.  This includes factors inside of the industry.

 RESPONSIBILITY

Supervision - Needed

This position either (a) carries out work with minimal supervision (i.e., the supervisor sets only goals, priorities, and 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 on the overall county’s business

Work affects a wide range of professional projects or administrative activities of the organization, influences internal or external operations, and impacts many people. 

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.  Additional physical/mental requirements may not be listed above but are inherent in performing the positions essential functions.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Hazards

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 up to 30 pounds.

Surroundings

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

 ACCESS TO PUBLIC DATA:

This position may encounter non-public data in the course of these duties.  Any access to non-public data should be strictly limited to accessing the data that are necessary to perform the duties.  While data are being accessed, this position should take reasonable measures to ensure the non-public data are not accessed by individuals without a work reason.  Once the work reason to access the data is reasonably finished, this position must properly store the non-public data according to the applicable provisions of Mower County employee policies and Minnesota or federal law..

All employees are expected to become familiar with and comply with the requirements of the county’s Data Practices and Data Security Policies and a breach of these policies may lead to disciplinary action against the employee.

 CORE COMPETENCIES

Job Knowledge

• The depth and degree of understanding, skills, and expertise that an individual possesses related to their specific job, role, tasks, and functions while factoring in time employee has been in the position.

Service Focus

• Fostering a culture dedicated to enhancing satisfaction and building strong relationships through commitment to the needs and preferences of those we serve.

Policy and Procedure

• Demonstrating a thorough understanding of state, county, and agency operating procedures, objectives, goals, and philosophies.

Communication Skills

• Conveying information effectively, timely, and respectfully across multiple platforms with internal and external parties.

Reliability

• Dependable in performing job duties and a willingness to take responsibility for actions and outcomes.

Contributing to Team Success

• Aligning individual efforts and working with the team to achieve department goals and outcomes.