Administrative Coordinator (Public Works)

Valdosta Police Department; Valdosta (GA); On-site; USD 43,000 - 53,000; Full time

Job summary

Valdosta Police Department in Valdosta, GA seeks an experienced administrative coordinator to manage department operations, greet visitors, answer calls, and route information to the right staff.

You will prepare reports, handle payroll and leave tracking, process purchases, maintain files, and support budget processes while delivering prompt, professional customer service to the public and city staff.

Qualifications

• Proven ability to organize and prioritize administrative tasks.
• Experience with payroll, budgeting, and expense tracking.
• Excellent communication and record-keeping skills.
• Familiarity with city policies and office technology.

Responsibilities

• Coordinate and organize administrative operations for the department.
• Answer telephone, greet visitors, provide information, and route messages.
• Prepare monthly and annual reports and maintain project/personnel files.
• Process department payroll and track leave, trainings, and evaluations.
• Prepare purchase requisitions and manage expenses and training fees.
• Monitor expenditures and maintain budget documents and purchase cards.
• Assist in preparing and monitoring the department budget and reports.
• Prepare letters, memoranda, and inter-department correspondence.
• Coordinate inter-departmental and business communications.

Skills

Office practices

City streets knowledge

Policies knowledge

Computers & software

Budget management

Prioritizing

Customer service

Records management

Office equipment

Oral & written communication

Education

High school diploma

Tools

Office software (MS Office)

Job description

Description

This position coordinates administrative operations for the department. Provides customer service; answers telephone, greets visitors; provides information and assistance; refers to appropriate personnel; takes messages and makes appointments.

• Coordinate and organize Public Works events and community outreach activities, including planning, scheduling, logistics, and resource coordination. Dispatches work orders; relays information to work crews operating in the field; coordinates work orders with other city departments.
• Prepares monthly and annual reports, maintains all project and personnel files, sick and vacation leave, and interdepartmental charges.
• Processes department payroll; tracks employee leave, evaluations, personnel action forms, health physicals, etc.
• Prepares and processes purchase requisitions for materials and equipment as well as requisition fees for employee training, license renewals, etc
• Maintains departmental accounts; monitors expenditures, prepares requisitions, and tracks purchase orders; maintains purchase card accounts.
• Assists in preparing the annual budget; advises and assists supervisors in the budget process.
• Assists department supervisors in the preparation of reports, purchase requests, and other documents.
• Prepares letters, memoranda and other correspondence.
• Coordinates inter-departmental and business correspondence for the department.
• Manages department accounts; initiates payments; monitors account balances; ensures compliance with budgets.
• Performs related duties.

Requirements

• Knowledge of modern office practices and procedures.
• Knowledge of the location of City streets
• Knowledge of city and departmental policies and procedures.
• Knowledge of computers and job-related software programs.
• Knowledge of budget management principles.
• Skill in prioritizing and organizing work.
• Skill in the provision of customer services.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Skill in oral and written communication.
• Basic skills typically associated with a high school education.
• Sufficient experience to understand the basic principles relevant to the major duties of the position usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.

Salary Description

$48,271.23/annual