Office Coordinator - Controller/Administrator's Office

Ingham County; Michigan; Hybrid; USD 42,000 - 62,000; Full time

Job summary

Ingham County in Michigan seeks an experienced administrative professional to support the Controller/Administrator’s Office. The role involves coordinating meeting schedules, preparing materials, recording minutes, and handling confidential records with discretion and accuracy.

You will assist with contracts, invoices, payroll, and board-related tasks in a dynamic public-sector environment. The position requires strong organizational skills, attention to detail, and the ability to manage

Qualifications

• Two years of college-level coursework in business administration, accounting, public administration, or related field.
• Minimum of three years of progressively responsible administrative support experience.
• Experience supporting executive leadership or public/government offices preferred.
• Proficiency with word processing, spreadsheets, presentations, email, calendar, document management, and virtual meeting software.
• Valid driver’s license and reliable transportation for local meetings.

Responsibilities

• Provides confidential administrative support to the Controller/Administrator and staff.
• Coordinates calendars, meetings, deadlines, and workflow; arranges meetings and virtual access.
• Prepares materials, distributes minutes, and tracks action items.
• Maintains annual Board/committee schedules and coordinates communications.
• Monitors projects, deadlines, and expenditures; assists with invoices and contracts.
• Acts as procurement card site coordinator and supports payroll and personnel actions.
• Supports grant applications, reporting, and special projects as assigned.
• Collects information for reports and prepares preliminary analyses for leaders.

Skills

Discretion & judgment

Communication skills

Organization & multitasking

Confidentiality

MS Office proficiency

Education

Two-year college coursework (business/related)

Tools

MS Office Suite

Virtual meeting software

Job description

A hybrid schedule may be considered after six months, contingent upon demonstrated proficiency and comfort in the role

Under the supervision of the Controller/Administrator, or designee, provides high-level administrative and office coordination support to the Controller/Administrator's Office. Coordinates meeting schedules, meeting materials, minutes, records, contracts, invoices, financial transactions, payroll and personnel actions, correspondence, and special projects. Serves as an administrative liaison with County departments, elected and appointed officials, vendors, partner agencies, and the public. The position requires discretion, sound judgment, attention to detail, and the ability to manage multiple priorities and deadlines involving confidential and time-sensitive information.

1. Provides confidential administrative support to the Controller/Administrator and assigned leadership staff. Prepares and formats correspondence, resolutions, memoranda, reports, surveys, presentations, forms, and other documents. Proofreads and edits materials for accuracy, completeness, and consistency.
2. Coordinates calendars, appointments, meetings, deadlines, and administrative workflow for the Controller/Administrator's Office. Schedules meeting rooms and external locations, arranges virtual meeting access, and coordinates equipment, software, and auxiliary aids or services when needed.
3. Provides administrative support for meetings as assigned. At the direction of the Controller/Administrator or designee, collects, formats, assembles, copies, and distributes supporting materials within established deadlines.
4. Attends meetings as assigned; records, transcribes, and distributes accurate meeting minutes; maintains meeting records; and follows up on action items, assignments, and deadlines.
5. Prepares and maintains the annual schedule for Board of Commissioners meetings, liaison committee meetings, and assigned boards and commissions in cooperation with the Board of Commissioners’ Office as necessary. Monitors schedule changes and communicates updates to affected participants.
6. Monitors office projects and administrative deadlines, maintains tracking systems, follows up with responsible parties, and keeps the Controller/Administrator informed of progress, outstanding items, and issues requiring attention.
7. Coordinates the execution and tracking of contracts and amendments. Maintains contract files and tracking records; monitors contract terms, scope, authorized amounts, and payment status; and coordinates with County departments, County Attorney, the Board of Commissioners Office, vendors, and other parties as needed.
8. Reviews departmental invoices and processes invoices for the Controller/Administrator's Office and Finance & Budget Office, maintains supporting records, and assists with tracking expenditures and financial activity.
9. Acts as procurement card site coordinator for the Controller/Administrator's Office. Maintains required records, assists users with established procedures, and supports reconciliation and compliance activities in accordance with County policy.
10. Serves as reviewer of the biweekly payroll information for the Controller/Administrator's Office and processes personnel action requests and related documentation. Coordinates with Human Resources and the Finance & Budget Office and maintains the confidentiality of personnel and payroll information.
11. Provides administrative support as assigned. Assists with grant applications, mailings, document preparation, and special projects.
12. Researches issues and gathers information for the Controller/Administrator. Organizes and summarizes information, prepares reports and charts, and provides preliminary analysis to the Controller/Administrator on County initiatives as requested.
13. Establishes and maintains organized electronic and paper filing and recordkeeping systems for contracts, meeting materials, minutes, resolutions, correspondence, financial documents, and other office records. Applies applicable retention, confidentiality, and access requirements.
14. Serves as an administrative communication liaison with County departments, commissioners, internal staff, vendors, government agencies, community partners, and the public. Responds to routine questions, routes requests to the appropriate person, and coordinates the exchange of information.
15. Performs general office coordination duties, including answering and routing calls, receiving and screening visitors, processing mail, preparing mailings and address files, maintaining forms and office supplies, coordinating equipment or service requests, and assisting with meetings and special events.

Other Functions

• Performs other duties as assigned.
• Ability to meet deadlines, change focus as priorities require, and manage multiple assignments.
• Dependable and regular attendance is required.
• Ability to succeed in a fast-paced environment and maintain excellent customer service during stressful situations.
• Must adhere to departmental standards regarding confidentiality, HIPAA, and other privacy requirements.
• During a public health emergency, the employee may be required to perform duties similar to, but not limited to, those in this job description.

An employee in this position may be called upon to perform any or all of the duties described above. These examples do not include every task the employee may be expected to perform.

Education

Equivalent of two years of college-level coursework in business administration, accounting, public administration, office management, data processing, or a related field.

Experience

A minimum of three years of progressively responsible administrative support, office coordination, or related experience is required. Experience supporting executive leadership, public bodies, or a governmental office is preferred.

Other Requirements

• Proficiency with word processing, spreadsheet, presentation, email, calendar, document management, and virtual meeting software is required.
• The position requires the ability to prepare accurate meeting minutes and communicate effectively with individuals at all levels of the organization and with the public.
• Must have a valid driver’s license and reliable transportation as travel to local meetings is required occasionally.

Demonstrates effective communication skills by engaging, interacting and working with all individuals to ensure clarity and understanding in all interactions. The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria

Working Conditions

• The work environment is a typical office setting where sensory experience includes uniform temperatures, conversational noise and everyday office activities.

Physical Requirements

• Sitting, walking, standing, bending over and lifting/holding/carrying objects found in an office environment.
• Ability to communicate and respond to co-worker and customer inquiries both in person and over the phone.
• Ability to operate a PC/laptop and to enter and retrieve information from a computer.
• Ability to handle varying and often high levels of stress.

(This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the requirements listed above. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.)