Admin Services Coordinator

JOB SUMMARY

The Administrative Services Coordinator performs a variety of complex administrative, records retention, financial, and secretarial duties to assist the Chief Financial Officer and the Finance and Corporate Services Department.

ESSENTIAL JOB FUNCTIONS:

• Provides administrative support functions to the Chief Financial Officer and Finance and Corporate Services (FACS) Department; prepares correspondences, presentations, screens calls, maintains appointment calendar, and makes travel arrangements.
• Serves as the timekeeper for the Administrative Services Department.
• Prepares and enters information for purchase requisitions; determines the appropriate budgetary account and oversees the departmental budget.
• Serves as the Town’s Records Manager and administers the Town Public Records Program.
• Establishes and develops standards, procedures, techniques, and schedules for the proper and efficient management of town records pursuant to State Statute and Town Ordinance.
• Assists Department Managers and Records Coordinators in records surveys, schedule development and approval, training, and recordkeeping activities.
• Prepares and updates the Records Manual detailing public records policy and procedures of the town.
• Performs a wide range of secretarial duties including typing, filing, sorting/faxing/mailing of materials, and scheduling of meetings for Department staff.
• Responsible for the minutes of Town Council’s Finance, Budget, and Bids and Purchases Committees.
• Produces, independently, necessary correspondence, creates and manipulates spreadsheet files, and prepares presentation materials to support Department work products.
• Orders and maintains adequate office supplies for all department staff.
• Maintains records in sortable and easily retrievable formats to comply with regulations and FOIA requests.
• Receives and tracks lawsuits and legal bills and processes invoices.
• Performs other duties as directed.

MINIMUM REQUIREMENTS TO PERFORM WORK:

• Associate Degree and three (3) years of work experience in an office setting
• Records management experience preferred
• Or equivalent combination of education and experience
• Valid SC Drivers License

KNOWLEDGE, SKILLS AND ABILITIES:

• Highly proficient in Microsoft Word, Excel, and PowerPoint
• Knowledge of department practices and services provided
• Principles and practices of records management, including records retention laws and implementation of electronic document management and imaging systems; principles and practices of manual and computerized records and information management systems
• Records management best practices
• Skill in the use of providing excellent verbal and written communication
• Skill in data processing
• Ability to maintain confidentiality of sensitive information
• Ability to accurately interpret, apply and implement, explain and enforce statutes, requirements, policies and procedures
• Ability to manage and organize tasks and records in a detailed and effective manner
• Ability to establish effective working relationships

PHYSICAL REQUIREMENTS:

While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision, distance vision, usage of computers and reading.

This position requires substantial repetitive motion of wrists, hands, and fingers. The employee is frequently required to stand; walk; use hands to finger, handle, grasp or feel; and reach with hands and arms.

The employee consistently maintains balance either sitting, standing or walking and is occasionally required to stoop or crouch. The employee may occasionally push, pull or lift and move objects up to 10 pounds.

WORK ENVIRONMENT:

The work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements. Noise or physical surroundings may be distracting, but conditions are generally not unpleasant.