ADMINISTRATIVE COORDINATOR

City of Oviedo; Alafaya Woods (FL); On-site; USD 40,000 - 56,000; Full time

Job summary

The City of Oviedo seeks an experienced administrative professional to support the Police or Fire Chief with high‑level administrative tasks and confidential matters. You will process records, manage payments, budget tracking, and facilitate communications with department leaders.

Responsibilities include scheduling, drafting correspondence, maintaining files, and coordinating with public officials and staff to ensure accurate records and informed decision making.

Qualifications

• Requires High School graduation or GED supplemented by specialized courses/training equivalent to completion of one year of college education in secretarial studies or specialized certification such as CAP.
• Requires a minimum of three years of experience as an administrative assistant or executive-level secretarial role.
• Must have a valid Florida driver license.

Responsibilities

• Provide detailed, complex administrative support to Police or Fire Chief with discretion and independent judgment.
• Handle sensitive and confidential matters including public records, benefits, discipline, and evaluations.
• Receive, record, and forward payments for deposits; reconcile monthly deposits; process reimbursements; forward EOBs, deposits, and insurance requests.

Skills

Office administration

MS Office

Recordkeeping

Communication

Public interaction

Attention to detail

Discretion

Education

High School diploma or GED + one year college in secretarial studies or CAP

Tools

MS Office Suite

Job description

Performs highly skilled secretarial, clerical, and administrative duties involving the interpretation of rules and policies and problem solving. Requires normal attention with periods of concentration for accurate results and occasional exposure to unusual pressure. The impact of errors is moderately serious as errors may affect the department and service rendered to citizens. Requires decision-making that may affect co‑workers, customers or others in the general public. May be required to handle sensitive and confidential matters to include department personnel issues, benefits, discipline, and evaluations. Duties include responding to inquiries about department programs, procedures and policies, problem resolution, and acting as a liaison for the department director. Work is performed under general supervision of either the Police Chief or the Fire Chief according to which of the departments the position is assigned.

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such duties are a logical assignment to the position.

Provides detailed, complex administrative support to the Police or Fire Chief, requiring a high level of discretion and independent judgment; handles sensitive and confidential matters to include public records, department personnel issues, benefits, discipline, discharges, and performance evaluations.

Receives, records, and forwards payments for deposit; reconciles monthly deposits totals with contracted billing company; processes reimbursements; forwards EOBs, deposits, and insurance requests to billing company; follows up as needed.

Schedules public education events; maintains conference room and training calendars; maintains office equipment and supplies.

Serves as lead for other department administrative and clerical staff.

Gathers, organizes, analyzes, examines, and evaluates data or information, and may prescribe action based on this information.

Reviews educational reimbursement documents before being forwarded to the Chief for approval, and tracks disbursements.

Assists in preparation, data entry, and tracking of department budget in system; creates work orders and makes purchases; enters work orders, purchase orders, and invoices into a computerized system; tracks expenditures, purchase and work orders, and invoices; serves as purchasing card liaison.

Oversees and ensures accurate records of department expenditures and assists in line‑item projections.

Acts as a liaison with and between the department director, public officials, employees, other department directors, crime victims or patients, and citizens.

Responds to inquiries about department programs, procedures, and policies, and follows through from initial contact to problem resolution, referring to other departments/divisions as necessary.

Independently composes, prepares, and edits in final form simple, technical, and detailed correspondence from copy, marginal notes, or verbal instruction; prepares material for City Council meetings.

Establishes and maintains department filing system; prepares and maintains detailed files and records for outside regulatory agencies, e.g., Florida Department of Law Enforcement.

Reviews a variety of data for accuracy, completeness, and conformance to established standards and procedures.

Researches, collects, and prepares data for records and reports; maintains expenditure records for department, with a high level of accuracy.

Maintains the Chief’s calendar; schedules meetings, appointments, and interviews; makes travel arrangements.

Creates contracts, prepares manuals, and posts public information as needed.

Performs related tasks as required.

Requires High School graduation or GED equivalent supplemented by specialized courses/training equivalent to completion of one year of college education in secretarial studies or specialized, secretarial certification, e.g., Certified Administrative Professional (CAP).

Requires a minimum of three (3) years of experience as an administrative assistant, executive-level secretarial role, or closely related experience. Must have a valid Florida driver license.

Knowledge, Skills and Abilities

• Thorough knowledge of standard office practices, procedures, and equipment.
• Thorough knowledge of business English, spelling, and grammar.
• Thorough knowledge of City and department programs and policies.
• Ability to use addition, subtraction, multiplication, and division, and/or calculate ratios, rates, and percentages.
• Ability to read technical instructions, procedure manuals, and charts to solve practical problems.
• Ability to accurately compose specialized reports, spreadsheets, forms, and business correspondence with proper format.
• Ability to speak using proper grammar and word form; proficiency in MS Office Suite applications.
• Ability to proofread and edit a variety of documents with a high level of accuracy.
• Ability to operate a variety of office equipment.
• Ability to establish and maintain effective working relationships with associates and the general public.
• Ability to follow oral and written instructions.

As part of our commitment to a drug-free and tobacco/nicotine-free workplace, applicants are required to successfully pass a drug and/or tobacco/nicotine test as required by Florida law. Refusal to take a test, or failure to pass the test according to minimum standards, is cause for disqualification. The complete job description and application materials are available at Oviedo City Hall, Human Resources Department, 400 Alexandria Blvd., Oviedo, FL 32765 or at www.cityofoviedo.net.

EOE-M/F/D/V-Drug-Free Workplace/ Tobacco-Free Work Environment

The City of Oviedo values the service veterans and their family members have given to this nation, and we support the hiring of returning service members and military spouses.

We understand that you are interested in learning the status of your application. Please be assured that the Human Resources Department will notify all applicants of the final status of their application. We manage a large volume of applications on a continual basis, and appreciate your patience during the process. It is not necessary to contact us to inquire about your status after submitting your application.