Administrative Support Coordinator

Regional Planning & Coordinating Commission of Greene County, Ohio; Beavercreek (OH); On-site; USD 28,000 - 39,000; Full time

Job summary

Regional Planning & Coordinating Commission of Greene County, Ohio is seeking an advanced-level secretarial/administrative professional who works under general supervision to provide non-routine support, formulate judgments on policies, and assist the Executive Director and staff.

The role handles fiscal tasks, prepares reports for the Board of Trustees, processes invoices, maintains records and databases, and manages public inquiries and routine correspondence.

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.
• Equivalents may be substituted for education/experience as noted; licensure/certification required.

Responsibilities

• Provides fiscal support to department including encumbrances, budget codes, and processing invoices.
• Prepares monthly/quarterly/annual reports for reconciliation and for Board of Trustees.
• Executes clerical duties and maintains databases and records; handles correspondence and public inquiries.
• Manages special projects for the Executive Director and staff; coordinates building repairs requests.
• Performs routine office procedures and ensures office efficiency; orders supplies and logs stock.

Skills

Secretarial procedures

Administrative support

Clerical duties

Policy interpretation

Education

Associate 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 and gathers info for potential reunions. Manages special projects for the Executive Director and Sales Managers as needed; submits requests for building repairs to the County Services Department.

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. Orders new supplies, essential office products, promotional products (items for sales department) and brochures on area attractions; delivers correspondence, picks up supplies at county and other vendors; verifies quantities and logs items into stock.

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.

Supplemental Information

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.