Administrative Coordinator

City of Winter Springs; Florida; On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Vacation and sick leave

Tuition reimbursement

Employee discounts

Business casual

Job summary

The City of Winter Springs seeks an Administrative Coordinator to support the Public Works & Utilities Department with essential administrative tasks, data entry, and document handling. You will work closely with the Director, Assistant Director, and division managers to ensure efficient daily operations.

Responsibilities include coordinating calendars, processing communications and records, assisting with budgeting and invoicing, and supporting FOIA responses in collaboration with the City

Qualifications

• Knowledge of business English, spelling and punctuation to prepare documents.
• Ability to communicate professionally with customers and the public.
• Proficient with standard office operations and best practices.

Responsibilities

• Manage administrative duties for the department and assist workflows.
• Coordinate calendars, meetings, and allocate space and supplies.
• Process invoices and purchase orders; support accounts payable tasks.
• Prepare letters, reports, and spreadsheets; handle confidential materials.
• Support Utility Billing with data analysis and reporting.
• Maintain files and records, and respond to FOIA requests.
• Coordinate interdepartmental communications and vendor needs.

Skills

Business English

Professional communication

Office operations

Spreadsheet skills

MS Office

Data input

Interpersonal skills

Research skills

PC operation

SharePoint

Education

High school diploma or GED

Tools

Microsoft Office Suite

SharePoint

Outlook

Excel

Job description

Position Summary

Under general supervision of the Public Works & Utilities Director or designee, performs a variety of essential administrative duties and professional level office support for the Public Works and Utilities Department. The Administrative Coordinator will work closely with the Director, Assistant Director, Division Superintendents, and Managers, as well as across departments to support business functions of the department. To be successful in this position, the incumbent must have a public servant outlook and have a desire to learn about the Water Utility and Public Works operations and functions they would support.

Essential Functions

• Performs duties of an administrative staff assistant in nature and participates directly in the detailed work of the individual(s) supported. Secures details of specialized information, coordinating office work and providing information regarding the services and operation of the department
• Receives and processes standard materials appropriate to assigned departments including correspondence, memos, agendas, minutes, charts, permits, legal documents, orders, requisitions, ordinances, reports and manuals
• Coordinates and manages appointment calendars and arranges meetings, conferences, internal and external appointments. Manage scheduling and coordination of department resources i.e. conference room and ensure space is properly prepared and operating supplies are adequately stocked
• Receives and screens calls and emails and refers callers to appropriate division staff. Takes notes and records minutes of conferences, meetings, and other business functions as required
• Conducts standard, routine bookkeeping functions and coordinates between department staff and the Finance department. Assists Finance with processing accounts payable support tasks such as invoice entry, and purchase order requisitions, etc
• Performs a wide variety of word processing assignments, some of which may be sensitive/confidential in nature; creates and enters data into spreadsheets or other documents, drafts, edits, revises, and prints letters, tables, reports and other supporting materials
• Assists Utility Billing staff with operational data analysis and data entry and internal reporting tasks as required
• Establishes, maintains, processes and updates files, records, certificates, and other documents
• Performs department document management tasks including scanning and uploading records into digital records systems timely to maintain accurate and accessible files. Coordinates with the City Clerk’s office to gather and respond to department FOIA public records requests
• Support office management functions for the departmental programs by tracking, organizing, and ordering materials for events. Orders, stocks, and distributes office and copier room supplies
• Resolves routine administrative problems and answers inquiries concerning department activities, operations, and actions. Accepts, screens and routes telephone calls; maintains logs of service inquiries as required. Coordinates vendor-related needs, including uniform services and PWU Compound supply deliveries. Monitors facility access including the front entrance, receiving and distributing package deliveries, and office building activity to ensure smooth daily operations
• Performs occasional errands and interdepartmental deliveries using a City vehicle when needed
• Regular in-person attendance is required. This position provides daily interaction and coordination of work with other City employees, outside representatives, residents, businesses, and vendors often requiring physical access to internal documents or other information located in the workplace
• Other duties as assigned

(These essential and additional job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related marginal duties as required.)

Minimum Requirement

• High school diploma or GED
• Requires three (3) years progressively responsible experience in administrative systems support, or an administrative executive in nature which provides broad exposure and practical application of current office systems technology and associated software support systems, or equivalent combination of education, training, and experience

Knowledge, Skills, and Abilities

• Knowledge of business English, spelling and punctuation, to prepare documents and compose letters, etc.
• Ability to communicate in a professional manner with customers and the public
• Skills in standard office operations and uses best practices and procedures
• Proficient with business mathematics and spreadsheet functionality
• Knowledge of the Department and City's policies, procedures and practices
• Ability to establish and maintain effective working relationships with employees and the public
• Ability to perform research, access and input data and create correspondence, using computer and keyboard skills
• Ability to communicate using speaking, hearing and visual skills
• Skill in the operation of a PC, scanner, and fax
• Proficient in Microsoft Office Suite programs, including Outlook, Word, Excel, SharePoint and PowerPoint

Supplemental Information

• Valid Florida Driver’s License required

Any applicant selected for employment with the City of Winter Springs will be required to complete a pre-employment criminal background screening and drug test.

Insurance

Depending on the plan selected, the City pays approximately 98% of employee's health insurance and contributes to a Health Savings Account.

Dependent coverage, dental, vision, and short term disability plans are available at an additional cost. Basic life and long term disability insurance is paid by the City.

Additional voluntary insurances are available such as: critical illness, accident, and hospital indemnity insurances etc. are available for an additional cost.

Retirement

401A

The City contributes 5% automatically. An additional of up to 2.5% will be contributed if the employee elects to contribute to their individual 457. However, employee contribution is not required. Employee is full vested after five (5) years with partial vesting in years prior.

457

Employee contributions are matched up to 2.5%

Leave & Other Benefits

• Vacation leave & sick leave accrued per pay period
• Additional 40 hours of PTO allotted each fiscal year
• 15 paid holidays
• Tuition Reimbursement
• Employee Discounts through Working Advantage
• Business Casual