Administrative Coordinator

City-of-Manassas,-Va; Manassas (VA); On-site; USD 58,000 - 80,000; Full time

Job summary

City of Manassas is seeking an energetic, customer-focused Administrative Coordinator to support the Parks, Culture and Recreation division. The role includes clerking a board, handling a variety of administrative tasks, and ensuring accurate records and timely communications.

The position requires strong writing, math and time management skills, with proficiency in Microsoft Office and the ability to learn municipal databases and specialized software.

Qualifications

• Strong written and verbal communication skills for official documents and notices.
• Proficiency with Microsoft Office and ability to learn municipal databases and specialized software.
• Exceptional organization, attention to detail and ability to manage competing priorities.
• Clear, professional communication with residents, partners and staff in person, by phone, email and written forms.
• Understanding the role of parks and recreation in community life and representing the City positively.

Responsibilities

• Provide welcoming, professional customer service to residents, visitors and staff.
• Prepare meeting materials, proofs, minutes and official correspondence; maintain records.
• Serve as clerk during public meetings, including roll calls and voting records.
• Coordinate events and programs, facility reservations and communications, with vendors and volunteers.
• Deliver donor-centered service and build relationships with donors and sponsors.

Skills

Written communication

Verbal communication

Organizational skills

Customer service

Public meeting support

Time management

Data entry

Education

High school diploma or GED

Tools

EnerGov

MUNIS

Adobe products

Job description

The City of Manassas is recruiting an energetic, customer-focused full-time Administrative Coordinator to support the day-to-day activities of the Parks, Culture and Recreations division of the Community Development Department. The position will provide assistance with a wide variety of routine and non-routine administrative tasks, including serving as the clerk to a board and commission. The ideal candidate will be a self-starter, detail-oriented, and have excellent writing, math, communication, and time management skills.

The hiring range for this position will be: $28.12 - $38.67/hour ($58,489.60 - $80,433.60/annually, DOQ)

• Provides welcoming, professional and responsive customer service to residents, visitors, volunteers, community partners and City staff. Effectively communicates information and resources, responds to inquiries and builds positive relationships through every interaction.
• Prepares meeting materials, proofreads reports, formats documents, prepares meeting minutes, maintains organized paper and electronic case files and records, enters data, and prepares and sends official correspondence.
• Serves as clerk during public meetings (taking roll, recording votes, coordinating public speakers, etc.) that are typically in the evening.
• Performs basic bookkeeping tasks for the department including preparing purchase orders requisitions and submitting invoices for payment.
• Coordinates public events and programs, including scheduling, facility reservations, meeting logistics, public notices, communications, materials, vendors, volunteers and participants, ensuring activities are organized and executed effectively.
• Delivers donor-centered service and builds strong relationships with donors, sponsors, members, volunteers and community partners. Represents the City Parks, Culture and Recreation with enthusiasm and professionalism to support long-term engagement.
• Handles varied responsibilities as part of a small team. Collaborates effectively by sharing information, supporting colleagues, contributing ideas and adapting to changing priorities. Willingly assists with responsibilities beyond their primary area to support team and department goals.

The ideal candidate will have:

• Strong written and verbal communication skills, including the ability to prepare clear correspondence, reports, meeting materials, public notices and other official documents.
• Proficiency with Microsoft Office and the ability to learn and effectively use municipal databases, financial systems, recreation management systems, electronic records systems and other specialized software.
• Exceptional organization, attention to detail, follow-through and teamwork. Effectively manages competing priorities, meets deadlines, maintains accurate records and contributes positively to a collaborative and service-focused team.
• The ability to communicate clearly, professionally and respectfully in person, by telephone, email and written correspondence. Demonstrates the ability to tailor communication to different audiences, including donors, residents, volunteers, community partners, City staff and members of the public.
• A demonstrated understanding of the importance of parks, recreation, culture and community programming in enhancing quality of life. Takes pride in representing the City and contributing to a positive community experience.
• Comfort learning and using technology to improve administrative operations, customer service and community engagement. Experience with social media, digital communications, online platforms, databases and Microsoft Office applications is highly desirable.

• High school diploma or GED required; supplemented by three (3) years of clerical or administrative experience with an emphasis on customer service or any equivalent combination of education, training and experience which provides the requisite knowledge, skills, and abilities for this job.
• Must be well versed in Microsoft Office and have an aptitude to work within various computer programs and systems, such as EnerGov, MUNIS and Adobe products.

• Evening work and meeting attendance is also required.
• Must have a valid Virginia driver’s license.