Administrative Coordinator

City of Durham; Durham (NC); On-site; USD 65,000 - 71,000; Full time

Benefits offered by this job

Health insurance

State and City retirement plans

Paid holidays

Paid vacation/sick leave

Job summary

City of Durham is seeking an Administrative Coordinator to support the Audit Services Department. This role coordinates administrative operations, calendar management, meeting coordination, and departmental records, contributing to accountability and transparency across City operations.

You will assist with purchasing and fiscal tasks, prepare audit-related materials, coordinate ASOC meetings and City Council agenda submissions, and ensure ADA compliance and high-quality business communications.

Qualifications

• Associate’s degree in business or related field.
• Three (3) years of advanced administrative support experience.

Responsibilities

• Provide administrative support to the Director, including calendar management, meeting coordination, and preparing professional documents and correspondence.
• Serve as the department’s primary administrative point of contact, ensuring timely and professional communication with staff, City leadership, and external stakeholders.
• Support departmental purchasing and fiscal activities by managing acquisitions, tracking purchases, coding invoices, and reconciling transactions.
• Coordinate departmental event logistics, including securing meeting space, arranging speakers, distributing materials and preparing announcements.
• Maintain records, including continuing professional education (CPE) documentation, Ethics Training attendance rosters, and audit-related materials compiled at the direction of audit staff.

Skills

Administrative support

Calendar management

Meeting coordination

Microsoft Office

Communication

Record keeping

Purchasing/fiscal support

Education

Associate’s degree in business or related field

Tools

Microsoft Office

Job description

Position Description

Work. Serve. Thrive. With the City of Durham

Advance in your career while making a real difference in the community you serve.

Hiring Range: $64,507 - $71,116/ Annual

Hours: Monday - Friday, 8:00 AM - 5:00 PM

The City of Durham’s Audit Services Department is seeking a highly organized, detail-oriented Administrative Coordinator to support the department’s audit, investigative and training functions. In this role, you’ll coordinate essential administrative operations, support high-visibility projects, maintain departmental records, and contribute directly to strengthening accountability and transparency across City operations.

Duties/Responsibilities

Administrative Support

• Provide administrative support to the Director, including calendar management, meeting coordination, and preparing professional documents and correspondence.
• Serve as the department’s primary administrative point of contact, ensuring timely and professional communication with staff, City leadership, and external stakeholders.
• Support departmental purchasing and fiscal activities by managing acquisitions, tracking purchases, coding invoices, and reconciling transactions.
• Coordinate departmental event logistics, including securing meeting space, arranging speakers, distributing materials and preparing announcements.
• Maintain records, including continuing professional education (CPE) documentation, Ethics Training attendance rosters, and audit-related materials compiled at the direction of audit staff.

Reporting and Quality Management Support

• Assist in preparing major deliverables, including the annual audit report and quarterly audit recommendation and follow-up reports.
• Review and format departmental reports and materials for grammar, readability, consistency, and ADA compliance.
• Ensure accurate, timely upload of finalized audit reports and maintain documentation across internal systems and webpages.
• Maintain and periodically update departmental templates, manuals, and related administrative materials.

ASOC Meeting Support and City Council Agenda Coordination

• Support the Audit Services Oversight Committee (ASOC) meetings by preparing and distributing materials, recording attendance, and taking meeting minutes.
• Coordinate ASOC meeting logistics, including developing the annual meeting calendar and ensuring alignment across leadership and staff schedules.
• Coordinate the department’s City Council agenda submissions by drafting transmittals, entering items into the agenda management system, and tracking submission deadlines.
• Serve as a liaison to the City Manager’s Office and City Clerk’s Office on agenda workflows, revisions, and approvals steps, ensuring submissions meet City standards.

Minimum Qualifications & Experience

• Associate’s degree in business or related field.
• Three (3) years of advanced administrative support experience.

Additional Preferred Skills

• Advanced proficiency with Microsoft Office applications.
• Strong meeting support capabilities, including preparing materials and meeting minutes.
• Experience with purchasing and fiscal support tasks

Ada And Other Requirements

Sedentary Work: Sedentary work involves sitting much of the time. Walking and standing are required occasionally. Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects including the human body. Requires occasional reaching, standing, walking, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions. Working Conditions: Work is routinely performed in an indoor, office environment.

Other Required Qualifications

• Strong writing, editing, and proofreading skills for preparing clear, accurate, and professional reports, presentations, and departmental documents.
• Ability to maintain confidentiality and exercise discretion when handling sensitive or high visibility information.
• Proficiency in organizing and maintaining records, coordinating workflows, and managing multiple deadlines.

Benefits – General Full-Time Employees

• 12-13 paid holidays per year
• 13 standard work days of vacation per year
• 13 standard work days of sick leave per year, which accumulates indefinitely; sick leave may be used toward early retirement
• 2 weeks paid military leave per year
• Medical, dental, vision, and supplemental life insurance plans
• State and City retirement plans
• Short and long term disability plans
• Paid temporary disability leave for specified conditions
• City contribution of 13.6% into the N.C. State Retirement System
• Paid funeral leave
• Employee Assistance Program - personal and family counseling
• Paid life insurance equal to annual salary
• 48 hours for volunteer work each year*
• 4 hours parental leave each year
• Workman's Compensation Insurance
• 457 Deferred Compensation Plans

Benefits - Part-Time (1,000 hours or more per year)

• 401(k) retirement plan (5.0% of salary)
• State retirement plan

Benefits Part-Time (Average 30 hours per week over 12 month period)

• 401(k) retirement plan (5.0% of salary)
• State retirement plan effective first day of the month following date of hire
• Health insurance effective first day of the month following date of hire
• Dental and life insurance, after one year of service
• Pro-rated vacation, pro-rated sick, pro-rated floating holiday, parttime holiday pay (based on scheduled hours for that day) after one year of service