Administrative Coordinator (Public Works)

Valdosta City Council; Valdosta (GA); Hybrid; USD 32,000 - 48,000; Full time

Job summary

Valdosta City Council is seeking an administrative coordinator to support department operations and community outreach. You will handle customer service, scheduling, information dissemination, and interdepartmental communication.

The role includes payroll processing, budget support, and preparation of reports and correspondence. Strong organizational skills and proficiency with office software are essential.

Qualifications

• 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 office equipment (computer, scanner, fax, copier).
• Skill in oral and written communication.
• Basic skills typically associated with a high school education.
• Experience to understand basic principles with 1–2 years in a similar role.

Responsibilities

• Coordinate and organize department administrative operations and events.
• Provide customer service and answer phones, greet visitors, and relay information.
• Prepare monthly/annual reports and maintain project and personnel files.
• Process payroll and track employee leave and health physicals.
• Prepare and process purchase requisitions and training/renewal fees.
• Maintain department accounts, monitor expenditures, and track purchase orders.
• Assist in preparing the annual budget and support budget processes.
• Assist supervisors with reports, purchase requests, and documents.
• Prepare letters, memoranda and other correspondence.
• Coordinate inter-departmental and business correspondence.
• Manage department accounts; initiate payments and monitor balances.

Skills

Customer service

Office software

Communication skills

File and records management

Budgeting basics

Prioritizing and organizing

Administrative procedures

Education

High school diploma

Tools

Computers

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.