Administrative Operations Coordinator

Job Summary:

Under general supervision, performs day-to-day administrative and operational work involving the procurement of assets, administration of the department budget and various contracts, coordination of vendor scheduling for project work and related work involving the coordination of departmental operations. Management assigns work in terms of general instructions. Completed work is reviewed for the nature and propriety of the final results.

Essential Functions: 

These are intended only as Illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position. 

Handles the procurement process for the department's assets. Monitors contract renewal data on all vendors and equipment for the department. 

Facilities, coordinates, and schedules training and support for department employees and initiatives. 

Schedules and coordinates work projects; monitors their progress from receipt of order to completion. 

Assists in the investigation and problem resolutions associated with customer or departmental inquiries. 

Coordinates and assists with the preparation and adoption of the department's annual operational and capital budgets. Continually monitors and tracks expense records and recommends control procedures as needed. Consults with management regarding the formulation, analysis, review, and control of the department budget. 

Ensures that all contractual obligations are budgeted, tracked, and paid on time. 

Approves vendor invoices for payment. Audits billings to ensure discrepancies are credited within a reasonable period. 

Assists at front desk and administrative tasks, including receiving and scheduling; and provides general administrative support in all business-elated efforts. 

Assists with presentations, the organization, and implementation of conferences. 

Additional Duties:

Employees in this classification may be expected to perform any related duties as required by proper authority.

Knowledge, Skills, and Abilities:

Knowledge of accounting and budgeting principles, procedures, and guidelines, specifically procurement, accounts payable, accounts receivable, and general ledger posting. 

Knowledge of Microsoft Office Suite of products. Skill in providing quality customer service. Skill in working as a team member. 

Skill in oral and written communications. 

Ability to establish and maintain effective working relationships. 

Ability to understand and communicate department-specific terms and concepts. Ability to understand and carry out complex and verbal written directions.

Ability to interact with all levels of county government in a way that promotes respect encourages cooperation, and contributes to excellent performance. 

Ability to maintain a consistent, high-quality, customer-focused orientation when conducting business and providing services or products to clients, the general public, and other external   customers. 

Ability to sit, stand, bend, crouch, stoop, or kneel, to occasionally lift light and heavy objects, and to use tools requiring a high degree of dexterity to perform a variety of job tasks.

Working Conditions:

Work is typically performed in an office.

Minimum Qualifications: 

Associate degree in business administration or a related field. 

Four (4) years of experience as administrative support in human resources, office manager, or related experience.

OR have a combination of education, training, and work experience that is equivalent to #1 and #2 above that provides the requisite knowledge, skills, and abilities for this Job. 

Preference 

1)   Bachelor's Degree in Business Administration or a related field