Administrative Support Coordinator

Regional Planning & Coordinating Commission of Greene County, Ohio; Beavercreek (OH); On-site; USD 32,000 - 42,000; Full time

Job summary

Regional Planning & Coordinating Commission of Greene County, Ohio seeks an advanced secretarial/administrative professional to provide high‑level support under supervision. You will handle non‑routine tasks, prepare various reports, and assist with public inquiries and office operations.

Requirements include associate core coursework in secretarial science or business office applications, at least 30 months of experience, and a valid Ohio driver's license.

Qualifications

• Completion of associate core coursework in secretarial science or business office applications.
• 2+ years (30 months) of secretarial/administrative experience required.
• Valid Ohio driver's license required.

Responsibilities

• Provide fiscal and administrative support, including processing invoices, budget codes, and reports.
• Assist with public inquiries via phone, email, and in person; maintain records and correspondence.
• Prepare documents, minutes, and reports for the Board of Trustees; manage office supplies and building tenants.

Skills

Secretarial experience

Administrative professional

Clerical procedures

Education

Associate degree coursework in secretarial science or business office applications

Job description

Description

The advanced level class works under general supervision & requires thorough knowledge of administrative policies & procedures, clerical & secretarial procedures in order to provide secretarial & non‑routine administrative support (i.e., independently formulates decisions &/or judgments involving non‑legal interpretation of policies & procedures as they would apply to given situation to resolve problems, to prepare correspondence &/or reports or to carry out other assignments) & if assigned, acts as lead worker over lower-level administrative &/or office support staff.

Normal Working Hours: Monday - Friday; 8:30am - 5:00pm

Posted until filled.

Duties/Responsibilities

Provides fiscal support to department to include: encumbrances for expenses, regular and emergency; assigning expenditure budget codes to purchase orders; processing invoices for payment which includes audits for verification of proper expenditures; collects and gathers data to maintain hotel lodging revenue report; preparation of monthly, quarterly, annual or other types of reports for reconciling monthly statements of accounts against Auditor’s office reports; prepares monthly financial reports for Board of Trustees; prepares annual reports for budgetary purposes; filing purchase orders, monthly and annual reports; transfer of funds from one budget line item to another line item. Prepare pay-ins to be taken to Treasurer’s Office.

Executes a variety of administrative support duties to relieve the Executive Director and staff of routine and non-routine administrative tasks. Provides information and responds to routine questions related to services, department operations, area attractions, County & region events, policies and procedures via phone, e-mail, written correspondence and/or follow-ups with appropriate Bureau publication or brochure; greets and assists public; answers the phone; fields calls for sales managers. Manages special projects for the Executive Director and Sales Managers as needed; submits requests for building repairs to the County Services Department. Keeps maintenance schedule for County vehicle.

Prepares a variety of correspondence, forms and documents such as letters, memos, notifications and reports; performs miscellaneous clerical duties as assigned to maintain office efficiency; maintains databases; completes routine office procedures; serves as point of contact for the Bureau building tenants; maintains Simple View with client/contact and visitor information. Cuts signs and assists with name tags. Maintains inventory of essential office products, promotional products (items for sales department) and brochures on area attractions; prepares and delivers event materials.

Prepares monthly notice and staff reports for Board of Trustees including monthly minutes via recording of meeting, financial report and other information as directed by the Board of Trustees.

Performs others duties of a similar nature or level as assigned.

Minimum Qualifications

Completion of associate core coursework in secretarial science or business office applications from accredited career school or community college; 30 mos. experience in secretarial/administrative professional field; valid Ohio Driver's License.

• Or equivalent of Minimum Class Qualifications for Employment noted above may be substituted for the education and/or experience required. Education and Experience may not be substituted for mandated licensure/certification.

Unusual Working Conditions

Predictable and regular attendance is required. Travel may be required. Stooping, crouching, reaching, repetitive motion. Exert up to 20 lbs. of force occasionally to lift, carry, push, pull, or otherwise move objects.