Administrative Office Coordinator

City of Alpharetta, GA; Alpharetta (GA); Sur place; USD 55 000 - 75 000; Plein temps

Résumé du poste

The City of Alpharetta is seeking an experienced Administrative Office Coordinator to support planning, permitting, zoning, and development initiatives that drive growth and success in Alpharetta. You will handle front-office operations, payroll processes, filing, and internal/external communications.

Under supervision, you will coordinate administrative policies, manage records, and liaise with other departments and external stakeholders, ensuring efficient service to residents, businesses,

Qualifications

• Associate’s degree in business or public administration, political science, communications, or related field.
• Six years of high-level administrative/executive support experience.
• Ability to attend occasional meetings outside the regular schedule.
• Notary Public license or ability to obtain within 6 months of hire.
• Valid driver’s license or ability to obtain within 30 days of hire.

Responsabilités

• Provides administrative and technical support to relieve management staff of routine duties.
• Plans and coordinates administrative support functions and services; reviews methods and procedures for improvements.
• Handles inquiries, screens calls, welcomes visitors, and maintains front office coverage.
• Processes payroll-related documentation and reviews timesheets for accuracy.
• Attends meetings and liaises with other departments and external agencies.
• Coordinates procurement card program and maintains budget line-item codes.
• Maintains complex filing systems including sensitive information.
• Researches and prepares reports and correspondence related to assigned areas.

Connaissances

Office administration

Budget coordination

Recordkeeping

Public relations

Formation

Associate degree in business/public administration

Outils

Office 365

Description du poste

Join a team that helps shape the future of our community! The City of Alpharetta's Community Development Department is seeking an experienced and highly organized Administrative Office Coordinator to play a key role in supporting planning, permitting, zoning, and development initiatives that impact our city's continued growth and success. This position is ideal for a proactive professional who thrives in a fast-paced environment, enjoys solving complex challenges, and is passionate about providing exceptional customer service to residents, businesses, contractors, and city stakeholders.

Under general direction from direct supervisor, serves in the capacity of an Administrative Office Coordinator for a large, multi-functional department. Performs a wide variety of responsible and complex administrative and technical duties to relieve assigned management staff of technical, as well as general administrative details. Participates in the development, implementation, and maintenance of administrative policies, procedures, and programs; performs a full range of general accounting and recordkeeping duties; prepares a variety of fiscal, administrative, and operational reports; and serves as a liaison with other City departments and staff, outside agencies, and the general public.

Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. The omission of a function does not preclude the City from assigning essential duties not listed herein if such duties relate to the position. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and may not necessarily convey the qualifications of incumbents within the position.

• Conducts administrative and operational analysis, studies, and research including those involving City-wide issues, programs, policies, and procedures and conducts related special projects, as assigned, using decision-making, critical thinking, and analytical skills.
• Independently plans and coordinates administrative support functions and technical service areas; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems; recommends improvements in workflow, procedures, and use of equipment and forms; implements improvements as approved.

• Handle phone inquiries, screens calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance; research information related to City regulations and departmental policies; assists the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances.
• Serve as the primary point of contact for the department's front office during regular business hours, ensuring continuous office coverage. Coordinate appropriate coverage during absences, meetings, leave, or other periods when physically away from the office to maintain uninterrupted customer service.
• Resolves citizen inquiries and complaints. Works with citizens on methods of resolution; and when needed will refer to appropriate department or division staff member for resolution.
• Processes documentation pertaining to personnel & payroll functions (payroll action forms) for assigned areas; reviews timesheets for accuracy; maintains records of staff leaves of absence.

• Attends and participate in meetings and works as a liaison with other departments, the public and outside agencies for City-sponsored special events.

• Coordinates calendar activities, meetings, events and make travel arrangements(authorization, registration, lodging, etc.) for assigned staff

• Coordinates department’s Procurement Card program; reviews statement for accuracy of charges; monitors compliance with bank policies and procedures. Assigns proper budget line-item codes.
• Conducts research, prepares, revises, and implements various administrative policies, procedures, rules, and regulation in accordance with sound organization practices; develops and maintains office forms and reports; establishes procedural manual for support services in assigned areas.
• Develops and maintains complex filing systems, records and logs for current and accurate information including highly sensitive and confidential information for assigned areas.

• Processes purchasing of supplies/equipment/uniforms for assigned areas; ensures adherence to purchasing guidelines;; recommends purchasing alternatives to Department Director. Ensures required supplies are available as needed and facility and equipment are in proper working order.
• Researches, responds and prepares correspondence, participates in the preparation of reports that present and interpret data, identify alternatives, make and justify recommendations; creates spreadsheets; independently composes correspondence related to assigned area of responsibility.

• Works with several applications, software and databases to perform tasks associated with ongoing City projects, recordkeeping, accounting, and project management.
• Operates a variety of electronic devices, office equipment, computer and peripherals.

• Performs related duties as required or assigned.

When Assigned to Community Development:

• Completes and monitors the flow of all necessary documents related to personnel matters for assigned areas; performs payroll reporting and related procedures for assigned areas.
• May initiate, design, organize, maintain, and control access to complex filing systems and records including highly sensitive files; establishes, makes entries in, controls accessibility to, updates, and maintains personnel files for all current and former department personnel including personnel actions as assigned.
• Provides direction, guidance, and assistance to internal and external customers regarding business licensing, land disturbance/erosion control, and tree permits; assists with complex/problem situations and provides technical expertise.

• Collects, records and balances fees; prepares deposit statements and fees with the Finance Department.
• Researches and prepares Zoning Certification public requests on a timely basis for assigned staff.
• Maintains original bond files and records bonds currently held by the City. Prepares bond release letters, cash bond refunds and maintain records (paper & electronically).
• Manages online daily intake of permits and reviews for completeness; responsible providing new users with instructions and assistance with online submittals.

• Responsible for coordinating responses to open records requests.
• Coordinates monthly public ENG/LDP training classes for assigned staff.
• Monitors general permit email inbox as the first line of communication with permit applicants regarding resubmittals and assists with questions from contractors, homeowners, and permit expediters.
• Act as a back-up to the Project Administrator in support to fleet administration, impact fee documentation, weekly financial recap, and payroll coordination.
• Participates in the coordination, preparation, and processing of complex applications for Public Hearing, Design Review Board, Land Disturbance, Zoning, Tree Removal Permits, and Building and Trade Permit applications.
• Monitors inventory of assigned areas; ensures availability of materials to conduct work activities; makes purchasing recommendations and initiates requests/orders for new or replacement supplies; pickup and/or deliver supplies as needed.

• Processes and maintains internal and external Open Records requests in the prescribed timelines as required by law.

Knowledge, Skills, & Abilities required

Knowledge of

• Operational characteristics, services, and activities of the functions, programs, and operations of the assigned department and City.
• Principles and practices of time management.
• Principles and practices of program development and coordination.
• Principles and practices of office management.
• Principles of supervision, training, and performance evaluation.
• Pertinent federal, state, and local laws, codes, and regulations.
• Processes, procedures, and practices of budget coordination, fiscal, statistical, and administrative research and report preparation.
• Mathematical principles.
• Methods and techniques of public relations.
• Principles of business letter writing and report preparation.
• Practices and techniques of minute taking and preparation.
• Methods and techniques of public relations.
• Methods and techniques of data collection, research, and report preparation.
• Principles and procedures of recordkeeping.
• English usage, spelling, grammar, and punctuation.
• Modern office procedures, methods, equipment, software applications and databases.
• Intermediate proficiency with Office 365 applications.

Ability to:

• Understand the organization and operation of the City and outside agencies as necessary to assume assigned responsibilities.
• Understand, interpret, and apply general and specific administrative and departmental policies and procedures.
• Efficiently and effectively manage assigned projects.
• Perform responsible and complex administrative duties involving the use of independent judgment, critical thinking, and personal initiative.
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
• Professionally and effectively represent the assigned department and the City to internal customers and outside individuals and agencies.
• Oversee and participate in the management of the administrative supporting functions and operations including planning, scheduling, coordinating, and reviewing of assigned work.
• Participate in the preparation and monitoring of assigned budgets.
• Communicate clearly and concisely, both orally and in writing.
• Independently prepare accurate and professional correspondence and memoranda.
• Prepare a variety of clear and concise administrative and financial reports.
• Research, compile, analyze, and interpret data.
• Implement and maintain filing systems including records retention and retrieval.
• Adapt to a changing work environment as needed or required.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Effectively and efficiently work in a fast-paced, dynamic, and diverse environment with the ability to prioritize individual work as well as in a team environment.
• Perform work at a speed necessary for successful job performance and as deemed appropriate by the department.
• Demonstrate an awareness and appreciation of the cultural diversity of the community.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
• Operate and use modern office equipment including computer, peripherals and various software applications.

Minimum Qualifications

Combination of education and experience sufficient to successfully perform the essential functions of the job qualifies.

Required:

• Associate’s degree from an accredited college or university with major course work in business or public administration, political science, communications, or a related field.

• Six (6) years of increasingly responsible high level administrative/executive support experience.
• Ability to attend occasional meetings outside the regular work (nights and weekends) schedule as needed.
• Possession of a Georgia Commission as a Notary Public or obtain within 6 months of date of hire.
• Possession (or be able to obtain within 30 days of hire) and ability to maintain, a valid driver’s license.

Preferred:

• Bachelor’s degree in a related field.
• Supervisory experience.
• Working knowledge and use of Tyler Technologies Munis ERP.
• Knowledge of policies, functions and responsibilities of the City and laws, ordinances, rules, and regulations affecting the City.

Physical Demands & Work Environment

Physical:

Primary functions require sufficient physical ability and mobility to work in an office setting and operate office equipment. Continuous sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils. Frequent side-to-side turning of neck, walking, standing, bending, stooping, pushing/pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. from below waist to above shoulders and transporting distances up to 50 yards. Occasional squatting, kneeling, and reaching above and at shoulder height; moderate grasping to manipulate reference books and manuals; lifting objects weighing 25 lbs. from below waist to above shoulders and transporting distances up to 50 feet.

Vision:

See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.

Hearing:

Hear in the normal audio range with or without correction.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supplemental Information

This job description does not constitute an employment agreement between the City of Alpharetta and employee and is subject to modifications as the needs and requirements of the position change.

The City of Alpharetta is an Equal Employment Opportunity (EEO) employer. All applicants receive consideration for employment without regard to race, color, religion, gender (including identity or expression), marital status, sexual orientation, national origin, age, disability or any other protected classification as defined by applicable law (except as limited by Employee Manual & Benefits Handbook or bona fide occupational qualifications).

In compliance with the Drug-Free Workplace Act of 1988, the City of Alpharetta is committed to providing a safe, quality-oriented and productive work environment consistent with the standards of the community in which it serves. Alcohol and drug abuse poses a threat to the health and safety of City’s employees and to the security of the City’s equipment and facilities. For these reasons, the City is committed to the elimination of drug and alcohol use and abuse in the workplace.

Title I of the Americans with Disabilities Act (ADA) protects qualified individuals with disabilities from employment discrimination. Under the ADA, a person has a disability if they have a physical or mental impairment that substantially limits a major life activity.The physical demands described within the job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the ADA, the City of Alpharetta will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.