Administrative Coordinator PT

City-of-Portsmouth,-Nh; Portsmouth (VA); On-site; USD 36,000 - 48,000; Full time

Job summary

City of Portsmouth is seeking an Administrative Assistant to provide clerical and technical support, draft routine documents, and coordinate the Chief Financial Officer’s schedule.

The role involves calendar management, meeting coordination, and serving as a liaison with the public while maintaining filing systems and ensuring policy alignment.

Qualifications

• Associate’s degree and 3–5 years of administrative office experience.
• Ability to draft routine correspondence.
• Knowledge of city policies and procedures.
• Ability to manage calendars and coordinate meetings.

Responsibilities

• Provides administrative and technical support, prepares documents and routine correspondence, and coordinates the CFO’s schedule.
• Manages the calendar, arranges meetings, and acts as reporter for the Finance department.
• Interacts with the public and handles inquiries while maintaining filing and record systems.
• Performs other related administrative tasks and adheres to city policies.

Skills

Administrative support

Calendar management

Data entry

Spreadsheets

Customer inquiries handling

Education

Associate’s Degree in Business, Administration, Computer Applications, or related field

Tools

Word processing software

Spreadsheet software

Electronic filing systems

Job description

GENERAL STATEMENT OF JOB

Under general supervision, this position provides administrative and technical support, prepares documents and routine correspondence, and coordinates the Chief Financial Officer’s schedule. Reports to the Purchasing Agent.

ESSENTIAL JOB FUNCTIONS

Performs administrative support work such as word processing, creating spreadsheets, analytical research and reports, data entry and retrieval, and functions that may require interpretation, judgment and determining appropriate processes to be used; manages the credit card administration process; reviews forms, data and other information to ensure accuracy and conformance to established procedures and policies; and independently drafts routine correspondence.

Organizes and maintains calendar and advises of appointments, functions and deadlines; identifies meeting requirements, and coordinates and arranges meetings; serves as reporter for the Finance department.

Interacts with the public and others outside the work unit to obtain and provide information and assistance in a variety of circumstances; may screen and respond to inquiries and complaints; provides information on policies and procedures; performs other similar types of administrative support activities; and responsible for establishing, coordinating, and/or maintaining filing and record systems.

Performs other related work as required. Individual assignments will be determined by supervisor based on current workload and department needs.

PERFORMANCE INDICATORS

KnowledgeofJob:Has considerable knowledge of city and departmental rules, regulations, policies and procedures, and the ability to interpret them. Has considerable knowledge of the organization and functions of the city. Has considerable knowledge of modern office practices and procedures. Has considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary. Is skilled in the operation of common office equipment, including popular computer-drive word processing, spreadsheet and file maintenance programs. Is able to make routine managerial decisions independently in accordance with laws, regulations, and city policies and procedures, and to solve problems and answer questions. Is able to independently manage and administer projects and programs. Is able to develop and modify work procedures, methods and processes to improve efficiency. Is able to screen communications and, based on content, handle independently or route to proper source. Is able to correct spelling, grammatical, punctuation and typing errors. Is able to use independent judgment in organizing and establishing format. Is able to gather information from a variety of sources and draft documents. Is able to establish and maintain moderately complex files. Is able to communicate effectively orally and in writing. Is able to exercise tact and courtesy in frequent contact with the general public. Is able to establish and maintain effective working relationships as necessitated by work assignments. Must possess the ability to maintain confidentiality.

QualityofWork:Maintainshighstandardsofaccuracyinexercisingdutiesandresponsibilities.Exercisesimmediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains highqualitycommunicationandinteractswithindepartmentanddivision,andwithco-workersandthegeneralpublic.

Quantity of Work:Maintains effective and efficient output of all duties and responsibilities as described under\"EssentialJob Functions.\"

Dependability:Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned workon or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Acceptsaccountabilityformeetingassignedresponsibilitiesinthe technical,humanandconceptualareas.

Attendance:Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.

Initiative and Enthusiasm:Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountability. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

Judgment:Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occurand specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations.Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum oferrors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercisingjudgment.

Cooperation:Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with city policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.

Relationships with Others:Shares knowledge with supervisors and staff for mutual and departmental benefit.Contributes to maintaining high morale among all department employees. Develops and maintains cooperative andcourteous relationships with department employees, staffers and managers in other departments, representativesfrom organizations, and the general public so as to maintain good will toward the department and project a gooddepartmental image. Tactfully and effectively handles requests, suggestions and complaints from other departmentsand persons in order to maintain good will within the city. Interacts effectively with fellow employees, supervisor,professionalsandthegeneralpublic.

CoordinationofWork:Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.

Safety and Housekeeping:Adheres to all safety and housekeeping standards established by the city and variousregulatoryagencies. Seesthatthe standardsare notviolated.Maintainsa cleanandorderlyworkplace.

EDUCATION& EXPERIENCE

An Associate’s Degree in Business, Administration, Computer Applications, a closely related field, and 3 -5 years of responsible administrative office experience, a related field, or an equivalent combination of education and experience.

An acceptable general background check to include a local and state criminal history check.

MINIMUMQUALIFICATIONSORSTANDARDSREQUIREDTO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements:Must be physically able to operate a variety of automated office machinery and equipmentincluding computer, printer, typewriter, calculator, facsimile machine, copier, multi-line telephone systems, etc.Must be able to exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or anegligible amount of force constantly to move objects.Physical demand requirements are in excess of those forsedentary work. Light work usually requires walking or standing to a significant degree. However, if the use of armand/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of thetime, thejob is ratedfor lightwork.

Data Conception:Requires the ability to compare and/or judge the readily observable, functional, structural, orcompositecharacteristics(whethersimilar toordivergentfromobviousstandards)ofdata,people orthings.

InterpersonalCommunication:Requirestheabilitytospeakand/orsignalpeopletoconveyorexchangeinformation.Includesreceivinginstructions,assignmentsand/

or directions from superiors.

Language Ability:Requires the ability to read a variety of checks, reports, records, etc. Requires the ability to prepare letters, purchase orders, payment requests, checks, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction and style. Requires the ability to speak to people with poise, voice control and confidence. Ability to make simple presentations.

Intelligence:Requires the ability to apply rational systems to solve practical problems and deal with a variety ofconcrete variables in situations where only limited standardization exists; to interpret a variety of instructionsfurnishedinwritten,oral,diagrammatic, orscheduleform.

Verbal Aptitude:Requires the ability to record and deliver information, to explain procedures, and to follow oraland written instructions.Must be able to communicate effectively and efficiently in Standard English and possessconsiderable knowledgeof terminologycommontoassignment.

Numerical Aptitude:Requires the ability to utilize mathematical formulas; to add and subtract totals; to multiplyand divide; to determine percentages and decimals, interprets graphs, compute discount interest, profit and loss,ratio andproportion,etc.

Form/SpatialAptitude:Requirementstheabilitytoinspectitemsforproperlength,widthandshape.

Motor Coordination:Requires the ability to coordinate hands and eyes rapidly and accurately in using automatedoffice equipment.

Manual Dexterity:Requires the ability to handle a variety of items, automated office equipment, etc. Must haveminimallevels of eye/hand/footcoordination.

ColorDiscrimination:Doesnotrequiretheabilitytodifferentiatebetweencolorsandshadesofcolor.

Interpersonal Temperament:Requires the ability to deal with people beyond giving and receiving instructions. Mustbe adaptable to performingunderstress andwhenconfrontedwithpersonsactingunderstress.

Physical Communication:Requires the ability to talk and/or hear: (talking: expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.

AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS

The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.

This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.