Administrative Coordinator

City of Faribault; Faribault (MN); On-site; USD 55,000 - 70,000; Full time

Job summary

The City of Faribault is seeking an Administrative Coordinator to support the Community and Economic Development Department. This role requires independent work with the Director, handling SOPs, board handbooks, and department communications.

Responsibilities include meeting support, planning and zoning assistance, and coordination of economic development activities, with a strong focus on customer service and accurate record management.

Qualifications

• High school diploma or GED plus related job experience or associate degree.
• Two or more years of related work experience with extensive public contact.
• Minnesota driver’s license.

Responsibilities

• Provide high-level support to the Director and staff, including meetings and invoices.
• Manage daily department activities, calendar, and supplies.
• Lead SOPs, board handbooks, and department webpages updates.
• Prepare agendas, packets, notices, minutes, and attendance for boards.
• Assist planning, zoning, and economic development staff with documents.

Skills

Public contact

Independent work

Communication

Multitasking

Education

High school diploma or GED

Associate degree in related field

Tools

Microsoft Office

Word processing

Database software

Spreadsheet software

Job description

The Administrative Coordinator performs routine to moderately complex administrative, technical, and program support work for the Community and Economic Development Department. The position requires awareness and understanding of Department programs, policies, procedures, and regulations. It differs from an administrative assistant position in that the Administrative Coordinator must be able to work independently and in coordination with the Community and Economic Development Director and take a proactive role in ensuring the smooth and efficient management of the department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties listed below illustrate the various types of work that the Administrative Coordinator is expected to perform. The omission of specific duties does not exclude them from the position if the work is similar or a logical assignment to the position.

1. General Administrative and Department Support

• Provide high-level support to the Director and other department staff, including organizing weekly department meetings, processing invoices, ordering office supplies, reviewing reports and other documents for errors, and similar work.
• Manage daily department administrative activities, including answering and directing department phone calls, coordinating department meetings, maintaining the department calendar, and ordering department supplies.
• Lead special projects like writing and managing Standard Operating Procedures (SOPs), preparing board and commission handbooks, assisting in the development of program brochures, updating the department’s webpages, and the like.

2. Meeting Support

• Provide administrative support for department-related boards and commissions, including assisting department staff in preparing agendas, packets, public notices, meeting minutes, attendance tracking, and similar activities.
• Attend all department-related board and commission meetings as requested. Attend and prepare minutes for the following night or early morning meetings each month:
  • Two Planning Commission meetings.
  • One Housing and Redevelopment Authority meeting.
  • One Economic Development Authority meeting.
  • One Heritage Preservation Commission meeting.
  • Other meetings as assigned by the Department Director.
• Serve as backup support for meetings that the City Clerk cannot attend.

3. Planning and Zoning Support

• Assist with the intake, processing, tracking, and routing of planning and zoning applications.
• Assist with scheduling meetings and following up with application deadlines with department staff and applicants.
• Assist planning and zoning staff with recording and maintaining all pertinent planning and zoning documents as directed. Coordinate with planning and zoning staff to ensure proper closeout of all projects.

4. Economic Development Support

• Provide administrative support for economic development incentive programs. Help process, record, and maintain loan documents.
• Assist economic development staff with business retention and expansion visits, including maintaining contact lists, entering data into a database, and scheduling visits.
• Assist economic development staff in tasks related to the Main Street program, including developing and maintaining databases, preparing meeting minutes, and the like.

5. Housing and Redevelopment Support

• Provide administrative support for housing and redevelopment programs.
• Assist housing and redevelopment staff with special activities, for example, researching federal and state grant programs, planning and implementing special housing events, and the like.

6. Communication and Customer Service

• Be the initial contact for phone calls, emails, and in-person visits in the department.
• Direct customers to other department staff as appropriate.
• Ensure friendly and positive communication with customers.
• Address expressed customer concerns in a helpful and caring manner.

ESTIMATED ALLOCATION OF HOURS

• General Administration and Management....... 10 hours/week
• Planning and Zoning............................................. 10 hours/week
• Economic Development....................................... 10 hours/week
• Housing and Redevelopment............................. 10 hours/week

Minimum Qualifications

• High school diploma or GED Certificate plus license/certificate/training at a vocational school, related job experience, or an associate degree in a related field.
• Two or more years of related work experience with extensive public contact.
• Possession of a Minnesota driver’s license.

Preferred Qualifications

• Four years of office manager, executive assistant, or related work.
• Experience with municipal financial systems, agenda management systems, permitting software, and record management systems.

KNOWLEDGE, SKILLS, AND ABILITIES

• Considerable knowledge of English, spelling, punctuation, arithmetic, and vocabulary.
• Ability to perform the full range of office and administrative support duties and tasks.
• Ability to understand and explain City policies, procedures, and fees to the general public, permit applicants, and city staff.
• Ability to read and interpret blueprints, maps, specifications, and other construction-related documents.
• Ability to learn, interpret, explain, and apply local, state, and federal regulations and standards related to planning and zoning, economic development, and housing.
• Ability to be proficient in the operation of office equipment, including computer software such as word processing, database, and spreadsheet applications.
• Ability to work independently and use good judgment without requiring immediate supervision.
• Ability to deal with developers and the public tactfully and courteously.
• Ability to use modern office equipment and apply clerical practices and procedures.
• Ability to handle multiple priorities in a fast-paced work environment.
• Ability to work with many distractions such as interruptions from phones and walk-ins.
• Ability to type or enter data at a speed necessary for successful job performance.
• Ability to update brochures and information for the website.

SUPERVISION

The Community and Economic Development Director supervises the Administrative Coordinator position.

TOOLS AND EQUIPMENT USED

Desktop and laptop computers including word processing, spreadsheet and database software, calculator, telephone, copy machine, fax machine, printers and scanners.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. The City may provide reasonable accommodations to enable an individual with disabilities to perform the essential functions. The physical demands of the position are consistent with duties found in a standard office environment and may also occasionally require the employee to drive a car. The employee must also be capable of occasionally lifting and/or moving up to at least ten (10) pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The Administrative Coordinator is expected to work full-time at City Hall, Monday through Friday, with roughly five night or early morning meetings.

OTHER

The City of Faribault does not discriminate on the basis of race, color, national origin, sex, religion, age, and handicap status in the employment or the provision of services. This document does not constitute an employment agreement, implied or otherwise, other than an “at will” employment relationship. The City Council retains the discretion to add duties or change the duties of this position at any time.