Administrative Coordinator I/II

City of Santa Fe Springs; Weaverville (CA); On-site; USD 30,000 - 34,000; Full time

Job summary

County of Los Angeles is seeking an Administrative Coordinator I/II to provide high-level administrative support for a Department Head and unit. The role includes office management, payroll, purchasing, and public information duties, with strong data handling responsibilities.

The position requires thorough knowledge of county rules, budgeting, and record-keeping. On-site work Monday through Friday, with standard public-sector expectations and opportunities for advancement.

Qualifications

• Knowledge of county policies, rules, and regulations.
• Budget development and control.
• Establishment and maintenance of files and information retrieval systems.
• Modern office management methods and procedures.
• Public and community relations.
• Account and statistical record keeping.
• Proper English usage, spelling, grammar, and punctuation.
• Personal computers and software applications related to administrative support work.
• Principles of lead direction and work coordination.

Responsibilities

• Perform a variety of administrative and office management duties for a Department Head.
• Prepare and submit reports, payroll documents, and purchasing documents.
• Provide public information and relations support, respond to inquiries, and assist with permits.
• Assist with department budget development and control; maintain fiscal journals.
• Coordinate preparation and submission of grants and agenda materials.

Skills

Public relations

Budgeting

Office management

Records keeping

Policy interpretation

Lead direction

Job description

Definition

This is an on-site position M-F 8 - 5. We are not able to sponsor visas. Salary range for a Admin 1 for hiring purposes is to a C level at $22.58260/hour and for Admin II at a C level at $24.94524/hour.

Under direction, to serve as primary coordinator and provide a variety of administrative support for an assigned County Department Head and Department or major work unit; to perform administrative, staff, and office management duties; to perform difficult, complex, and specialized office support, information gathering, information preparation, and public relations assignments; and to do related work as required.

Examples of Important and Essential Duties

(The following is used as a partial description and is not restrictive as to duties required.)

Serves as primary administrative staff support for a County Department Head and Department or major work unit; performs a variety of office management, administrative support, and fiscal support assignments; performs public information and relations assignments, including receiving office visitors and telephone calls, providing comprehensive information about policies, functions, and procedures; may assist the public with application and permit procedures, including preliminary review of material submitted to support applications; assists with the development and control of the Department budget; maintains and tracks a variety of fiscal and budget control journals, documents, and reports; prepares and submits activity reports and reports required by other government agencies; maintains and submits payroll documents and records; establishes and updates information retrieval systems; prepares purchasing documents and facilitates purchasing procedures; gathers, organizes, and summarizes a variety of data and information; performs special projects and prepares reports; prepares correspondence and informational materials; may coordinate preparation and submission of grants; prepares agenda materials for meetings; operates computers, maintaining and updating files and databases; generates computer reports; performs word processing; may have lead worker responsibilities for other staff.

Minimum Qualifications

Knowledge of:

• County and Department policies, rules, and regulations.
• Laws, rules, and regulations affecting the assigned Department’s operations and programs.
• Establishment and maintenance of files and information retrieval systems.
• Modern office management methods and procedures.
• Budget development and control.
• Public and community relations.
• Purchasing methods and procedures.
• Account and statistical record keeping.
• Proper English usage, spelling, grammar, and punctuation.
• Personal computers and software applications related to administrative support work.
• Principles of lead direction and work coordination.

Ability to:

• Perform a wide variety of complex and specialized administrative support work for an assigned Department and Department Head.
• Interpret, explain, and apply a variety of County and Department policies, rules, and regulations.
• Provide lead direction and work coordination for other support staff, as assigned.
• Work with considerable independence and initiative while exercising good judgment in recognizing scope of authority.
• Gather, organize, analyze, and present a variety of data and information.
• Provide support for maintenance and control of a Department budget.
• Prepare clear, concise, and accurate records and reports.
• Prepare public relations and informational material.
• Take and transcribe notes of dictation and meetings.
• Use a personal computer and software for word processing and administrative support work.
• Deal tactfully and courteously with the public, representatives of other agencies, and other County staff when explaining the functions and policies of the Department where assigned.
• Establish and maintain cooperative working relationships.

Training and Experience:

Required

Any combination of training and experience, which would likely provide the required knowledge and abilities, is qualifying. A typical way to obtain the required knowledge and abilities would be:

• Three years of responsible work experience performing a variety of administrative and office support work, including substantial experience in a public contact position.

Special Requirements:

None.

Supplemental Information

Typical Physical Requirements

Sit for extended periods; frequently stand and walk; normal manual dexterity and eye-hand coordination; lift and move objects weighing up to 25 lbs.; corrected hearing and vision to normal range; verbal communication; use of office equipment, including computer, telephone, calculator, copiers, and FAX.

TYPICAL WORKING CONDITIONS

Work is performed in an office environment; continuous contact with other staff and the public.

DISTINGUISHING CHARACTERISTICS

This is the first level in the Administrative Coordinator class series. Incumbents provide a variety of administrative, staff, and office management support for an assigned County Department or major work unit. They report directly to a Department Head or Director. Successful performance of responsibilities requires detailed and specialized knowledge of the operations and policies of the Department or unit to which assigned. The assignments and responsibilities of Administrative Coordinator I and Administrative Coordinator II are very similar. Positions are allocated based upon the scope of delegated responsibilities, the scope of operations of the Department in which a position is assigned, department size, and the level of lead and supervisory responsibilities delegated to a position, and the number of staff supervised. Administrative Coordinator I’s are allocated to the smaller County Departments or to major work units which do not have full department status.

REPORTS TO

An assigned County Department Head or other management staff.

CLASSIFICATIONS SUPERVISED

This is a class may possibly be assigned lead work responsibilities. If a position is assigned full supervisory responsibilities for two or more full-time, regular positions, it should definitely be allocated to the Administrative Coordinator II level.

DISASTER SERVICE WORKER

In addition to our everyday duties, we have an added responsibility to help in a declared disaster. Under California law, all public employees are Disaster Service Workers and may be called upon in the event of a disaster. The roles and responsibilities for Disaster Service Workers are authorized by the California Emergency Services Act and are defined in the California Government Code 3100-3102; Labor Code 3211.92(b).

To learn more, visit our MOU's and Resolution's page to view the related classifications bargaining units information.