Administrative Coordinator

City-of-Safety-Harbor,-F; Town of Florida (NY); On-site; USD 42,000 - 64,000; Full time

Job summary

City of Safety Harbor in Florida seeks a professional to support the City Clerk and Human Resources Director, performing administrative and technical duties with accuracy and discretion.

Responsibilities include HR records, recruitment, payroll and benefits, onboarding, scheduling, minutes, events, and vendor invoicing. Excellent customer service and confidentiality are essential; a Florida Driver’s license and Notary may be required.

Qualifications

• Ability to effectively communicate with elected officials, department directors, staff and the public.
• Knowledge of modern office practices and procedures.
• Ability to establish and maintain files.
• Knowledge of Florida Public Records Law and records retention requirements.
• Ability to maintain confidentiality and exercise sound judgment with sensitive information.

Responsibilities

• Assist City Clerk and HR Director with administrative support and coordination.
• Assist in preparation of proclamations; coordinate scheduling invocations and related databases.
• Develop meeting minutes for assigned boards and assist with HR projects.
• Coordinate annual benefits open enrollment and onboarding of new employees.
• Process vendor invoices and manage communications with external vendors.
• Maintain HR and City Clerk databases and filing systems; respond to inquiries from staff and the public.
• Maintain city homeowner association databases and event calendars; support volunteer banquet logistics.

Skills

Communication

Office software

Records management

Public records law

Customer service

Time management

Education

High school diploma or GED

Some college coursework

Tools

Microsoft Office

Job description

Under the general supervision of the Human Resources Director and City Clerk, or designee. Performs professional level work assisting the City Clerk and Human Resources Director in accordance with City policies and procedures performs administrative support duties as well as technical duties requiring considerable proficiency and accuracy; demonstrates strong customer services skills and possesses a high level of attention to detail. Work is reviewed through observation, conferences and results obtained.

• Responsible for projects as given by the Department Director, or designee.
• Assists in the preparation of proclamations.
• Serves as coordinator for scheduling invocations and maintaining necessary databases.
• Assists with the development of meeting minutes for assigned boards.
• Assist with annual Volunteer Banquet event including logistics, planning, and administrative functions.
• Maintains The City Commission events calendar.
• Assists with various human resources projects.
• Provides human resources support in employee records management, recruitment systems, payroll and benefits, and employee support and communication.
• Conducts human resources related research and surveys as requested.
• Schedules applicable pre-employment or random testing as required.
• Coordinates the interview process for applicants.
• Assists with the benefits open enrollment processes.
• Schedules new employee onboarding.
• Processes vendor invoices for payment.
• Orders office supplies, as needed.
• Maintains and distributes legal ad deadlines.
• Assists in the registration of external conferences, meetings, or other events as necessary.
• Responds to inquiries whether in person, by telephone, or by written correspondence; gives information to Staff, and the general public. .
• Perform specialized clerical tasks specific to an area of assignment.
• Manages the correspondence of the City Clerk and Human Resources office(s).
• Performs routine communication in contacting City Board members and applicants; maintains database of interested citizen applicants. .
• Maintains City Homeowner Association databases.
• Maintains confidentiality of the Human Resources Department.
• Performs other duties as assigned.

These essential 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.

KNOWLEDGE, ABILITIES, AND SKILLS

• Ability to effectively communicate and collaborate with elected officials, Department Directors, the general public, and Staff in an effort to achieve common goals, objectives, and outcomes.
• Knowledge of modern office practices and procedures.
• Ability to establish and maintain files.
• Ability to use sound judgment in accordance with laws, ordinances, regulations and established policies and procedures.
• Ability to maintain excellent organizational skills, and time management practices.
• Proficient in Microsoft Office products.
• Knowledge of the organization, functions, and activities of municipal government.
• Knowledge of advanced office methods, record keeping procedures, and related methods.
• Skill in establishing and maintaining effective working relationships with other employees, management, and the general public.
• Skill in the operation of office equipment, such as, the telephone, typewriter, calculator, copier, scanner.
• Knowledge of Florida Public Records Law and records retention requirements.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.

TRAINING AND EXPERIENCE

High school diploma, or GED; supplemented by some college course work, and three (3) years of progressively responsible human resources, administrative experience in municipal government or related environment; or an equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

Valid Florida Driver’s License. FL Notary Public (or the must be obtained within six (6) months of hire date).

PHYSICAL REQUIREMENTS:

• Acceptable eyesight (with or without correction).
• Acceptable hearing (with or without hearing aid).
• Ability to communicate both orally and in writing.
• Use of fingers, use of hands.
• Sitting, standing, walking bending.
• Ability to access, input and retrieve information and data from a computer.
• Ability to access file cabinets for filing and retrieval of data.
• Infrequent lifting and moving of up to thirty (30) lbs.

ENVIRONMENTAL CONDITIONS:

Works inside in an office environment.

The City of Safety Harbor is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the employer will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.