Administrative Coordinator

Montgomery County, PA; Norristown (Montgomery County); On-site; Full time

Job summary

A leading government administration is hiring an Administrative Coordinator responsible for coordinating essential administrative functions across multiple departments. The role requires a Bachelor's degree, excellent communication skills, and the ability to analyze and improve workflows. Ideal candidates should possess strong computer literacy, including proficiency in MS Office Suite and experience with Airtable. This full-time position promises a collaborative work environment aimed at enhancing departmental efficiency.

Qualifications

• Excellent written and oral communication skills.
• Experience in analyzing and improving processes.
• Ability to prioritize and stay organized.

Responsibilities

• Coordinate administrative support for departments.
• Manage regulatory processes and implementation of procedures.
• Analyze data to assist management in decision making.

Skills

Communication

Analytical Skills

Computer Literacy

Organization

Education

Bachelor's Degree

Tools

MS Office Suite

Airtable

Job description

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Montgomery County, PA provided pay range

This range is provided by Montgomery County, PA. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$31.05/hr - $41.40/hr

Summary

Reporting to the Director of the Department of Assets and Infrastructure (A&I), this position is responsible for coordinating administrative support for the four divisions of A&I: Public Property, Roads and Bridges, Capital Projects, and Parks, Trails, and Historic Sites. The incumbent will interface with other County departments and public constituents through telephone and email communication. Through indirect reporting relationships with the four divisional managers, supervised by the Director, the Administrative Coordinator will help the Director and managers organize the department’s administration work across staff in each division. Charged with identifying, documenting, refining, and streamlining the Department’s administrative needs and leveling workload across administrative staff, the Coordinator will facilitate compliance with County and regulatory procedures and will implement standardized methods and documentation with input from staff and managers. The Coordinator role will supplement and refine the work of existing administrative staff by developing fluency with applicable requirements and building standard operating procedures.

Essential Duties And Responsibilities

• With input from departmental managers and Director, identify Learn, engage in, execute, and help refine processing procedures for invoices, work orders, grant reports, and schedules.
• With direction from Director and Division Administrators, examine and understand County and departmental operational procedures, make recommendations for revisions as needed, and oversee implementation of procedures across staff.
• Key areas of focus include procedures related to payroll, procurement, accounting, timekeeping, document retention and filing, accounts payable and receivable.
• Organize and manage regulatory processes related to federal, state, and municipal review and approval processes.
• Identify, examine, and make recommendations for new technological systems to help improve administrative efficiency for various processes.
• Oversee County procurement processing across department, understanding the various operational needs across offices, documenting standard operating procedures, and implementing uniform repeatable models.
• Review, edit, and process contract documents across supplies, consultants, and contractors utilizing industry standard methods and vehicles.
• Use available software to improve processes within the department.
• Maintain databases throughout the department.
• Provide database support as needed throughout the department.
• Analyze information collected in databases to assist management in decision making.
  

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor’s degree required.
• Excellent written and oral communication skills.
• Ability to interact constructively with wide variety of internal and external personnel.
• Analytical experience required; required willingness to engage in closely examining processes, best practices, inefficiencies, available tools and resources towards recommending and implementing improvements.
• Computer literacy, including MS Office Suite required; advanced systems, database, buildout experience preferred:
• Advanced level capability with spreadsheets (Excel, Google Sheets, etc) required;
• Airtable experience desirable.
• Willingness to learn independently and ask questions; enthusiasm for engaging in new unfamiliar tasks.
• Flexibility with respect to changing assignments and ability to prioritize and remain organized essential.
  

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 job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; walk; sit; and talk and hear. The employee frequently is required to taste or smell. The employee is occasionally required to use hands to finger, handle or feel objects, tools or controls; reach with hands or arms; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and depth perception.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function. The noise level in the work environment is usually moderate.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Government Administration

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