Administrative Coordinator I

Virginia-Department-of-Social-Service; Heathsville (VA); On-site; USD 42,000 - 54,000; Full time

Job summary

The Virginia Department of Social Services is seeking an Administrative Coordinator I to provide high-level administrative support to executives and boards. You will coordinate daily operations, manage confidential projects, and help ensure efficient office workflow.

The role requires strong knowledge of office systems, basic budgeting, and the ability to prepare reports, communicate clearly, and deliver timely responses to citizens and staff.

Qualifications

• High school diploma supplemented with business education coursework or related office administration coursework.
• Equivalent combination of training and experience providing the required knowledge, skills and abilities.
• Experience in administrative support or clerical work is preferred.

Responsibilities

• Coordinate confidential or highly sensitive projects and daily administrative operations.
• Research information, prepare reports and relay information.
• Handle problems and negotiate solutions with vendors; coordinate budget information and transactions.
• Monitor budget transactions and current budget information.
• Coordinate administrative appeals by arranging dates, rooms, and activities.
• Respond to inquiries and complaints from citizens regarding operations or policies.
• Respond based on knowledge or coordinate a response with appropriate staff.

Skills

Office equipment & software

Education

High school diploma with business education

Job description

Title Description-

Administrative Coordinator is the full performance level in the occupational group for Administrative Coordinator. Positions are responsible for providing administrative support for an executive, board, or other top-level administrators by coordinating administrative functions and projects. The Administrative Coordinator I is distinguished from Administrative Coordinator II by the latter’s being a senior-level coordinator who plans, coordinates, and performs administrative activities; and provides guidance and/or supervision to other clerical or administrative staff.

General Work Tasks (Illustrative Only) –

• Coordinates confidential or highly sensitive projects, daily administrative operations of the office, work flow, and meetings;
• Researches information, prepares reports and relays information;
• Handles problems and negotiates solutions with others such as vendors; coordinates departmental financial and budget information and transactions;
• Monitors budget transactions and current budget information and status;
• Coordinates administrative appeals by arranging dates, rooms, and other administrative activities;
• Responds to a variety of inquiries and complaints from citizens and others regarding operations or problems relating to administrative policies;
• Responds based on knowledge of the situation or program or coordinates a response with the appropriate staff.

Knowledge, Skills, and Abilities: Knowledge-

Working knowledge of: office systems, practices and administrations; business English; basic math; and programs, operations, and administrative policies and procedures. Some knowledge of budgeting and financial principles and practices.

Skills-

Skill in operating a variety of automated office equipment including calculator, fax/copier and the use of computer-driven word processing, spreadsheet, graphics and file maintenance programs.

Abilities-

Demonstrated ability to: read and understand complex written materials and oral instructions; analyze and evaluate complex administrative situations; research information through several processes and to exercise appropriate judgment in establishing priorities, schedules and work methods; perform basic budgeting and or accounting functions; exercise judgment in the interpretation of situations and the recommendation of administrative or personnel actions; be tactful in dealings with people; provide good customer service; and compose correspondence , reports and related material with reasonable speed and accuracy.

Education and Experience-

High school diploma supplemented with course work in a business education program that teaches office skills or course work in office administration offered by business schools, vocational-technical institutes, and community colleges and related administrative experience OR any equivalent combination of training and experience which provides the required knowledge, skills and abilities.