Administrative Operations Coordinator

City of Buffalo; New York (NY); On-site; USD 42,000 - 64,000; Full time

Job summary

The City of Buffalo is seeking an Administrative Assistant to manage office operations and serve as a liaison for department leadership. The role emphasizes independent judgment in planning and coordinating non-technical department activities.

Incumbents gather data for administrative studies, make recommendations on methods, and may supervise staff. The position involves routine duties under general directions and coordination with various city units.

Qualifications

• Bachelor's Degree from an accredited college and two years of full-time office management experience in accounting, public administration, personnel administration, financial management or a closely related field.
• Associates Degree from an accredited college, technical or business institute and four years of full-time office management experience in the field of accounting, public administration, personnel administration, financial management or a closely related field.
• Graduation from High School, GED or Equivalency Diploma and six years of full-time office management experience in the field of accounting, public administration, personnel administration, financial management or a closely related field.

Responsibilities

• Assists department head/administrator in carrying out the details of a business office.
• reads incoming mail, conducts general correspondence and routes balance to proper official or unit
• processes and follows up various types of requests and claims
• interviews office callers, media, salesmen and others and furnishes general information about departmental functions and activities
• Coordinates and supervises the maintenance of departmental account-keeping records, personnel records and preparation of payrolls
• Supervises the requisitions, purchasing, receipt and inventory of departmental supplies and equipment and the processing of related records
• Assists in the preparation of departmental budget, secures budget estimates, performs budget estimate studies and maintains budget control
• Collects and compiles data and statistics, prepares organizational workflow and efficiency studies and submits recommendations for the improvement of procedures and solutions of administrative problems
• Maintains contacts with units within the department, with other city departments, public and private agencies to assists in solving mutual problems, developing improved services and building good will
• Coordinates compliance with civil service job procedures, appointments, promotions and transfers; Provides guidance and training for new employees in office procedures, routines and methods
• Monitors departmental programs or projects and recommends adjustments when needed
• Maintains and updates various departmental records to be used in carrying out the details of a business office
• Inputs data and information in word processor, personal computer etc.
• Performs related work as required.

Skills

Office management

Personnel management

Budgeting

Supervision

Public relations

Written material comprehension

Interpersonal skills

PC skills

Education

Bachelor's Degree + 2 years administrative experience

Associate Degree + 4 years administrative experience

High School Diploma + 6 years administrative experience

Job description

The City of Buffalo is seeking an Administrative Assistant to manage office operations and serve as a liaison for department leadership. The role emphasizes independent judgment in planning and coordinating non-technical department activities.

Incumbents gather data for administrative studies, make recommendations on methods, and may supervise staff. The position involves routine duties under general directions and coordination with various city units.