Administrative Coordinator

PRIMARY OBJECTIVES OF THE POSITION

Perform responsible technical and administrative work serving as the primary service counter contact, and administrative support to the Parks and Recreation Director. Assist the public in answering specific and general inquiries regarding codes, procedures and policies. Process permit applications, issue and receipt permits. Provide clerical and counter support to Parks and Recreation Department.

Responsibilities

• Provide public service activities including, but not limited to, greeting counter walk-ins, answering telephones, responding to requests for information, providing appropriate assistance by directing to the appropriate individual or department.
• Receive, log and review permit applications and supporting documents to verify completeness and accuracy of information; assess scope of project and relevant permit requirements; educate customers regarding necessary permits and general code compliance of proposed projects.
• Process, issue and receipt faxed, mailed and over-the-counter permit applications.
• Issue and receipt all other permits prepared that are ready for issuance.
• Review, approve and issue city right of way registration and insurance certification.
• Research records and provide public with specialized site-specific property information such as approved permits, construction plans, zoning and surveys or site plans.
• Prepare general correspondence, reports, lists and records.
• Perform a variety of detailed clerical tasks such as compiling, calculating and preparing special reports, maintaining records.
• Maintain permit software database, including contractors, permit payment information and updating of parcel information.
• Create and implement department application forms and handouts.
• Organize, file and maintain department files.
• Scan and store department records into data retention computer system.
• Answer general inquiries in a pleasant and friendly manner from contractors, vendors, and public both over the phone and for general walk-in traffic.
• Prepare monthly, quarterly and annual reports for various City, State, Federal and other agencies as required.
• Prepare agendas and supporting materials for department and city; take and transcribe minutes; prepare and distribute minutes and reports; prepare agenda reports.
• Affords assistance with the preparation, coordination and administration of a wide variety of confidential information, department projects and independent contracts including but not limited to: seasonal bid contracts, bidding and contract letters and documents.
• Assists with the preparation, coordination and administration of a wide variety of confidential information, department projects and independent contracts including but not limited to: seasonal bid contracts, bidding and contract letters and documents.
• Performs special projects as assigned by the Director.
• Assumes other responsibilities as are apparent or delegated.
• Attends before and after hour meetings, and occasional weekend hours to support the administrative duties for Parks and Recreation functions at events.
• Supervises the administrative assistant and part-time receptionist.
• Oversees and administers accounts payable and receivable.

Qualifications

• Education: High school diploma or GED Certificate plus license/certification/training at vocational school, related on-the-job experience or an associate’s degree in a related field.
• Experience: Two (2) years of government clerical experience with extensive public contact.
• Desired Qualifications: Four (4) years of experience as an office manager, executive assistant, or permit technician in a Public Works, Engineering or a construction administration organization.

Knowledge, Skills and Abilities

• Considerable knowledge of English, spelling, punctuation, arithmetic and vocabulary.
• Ability to perform the full range of office and administrative support duties and tasks.
• Understand and explain City policies, procedures and fees to the general public, permit applicants and city staff.
• Ability to read and interpret blueprints, maps, specifications and other construction related documents.
• Ability to learn, interpret, explain and apply local, state and federal regulations and standards related to infrastructure construction.
• Proficient in the operation of office equipment including computer software such as word processing, database and spreadsheet applications.
• Prefer experience with database programs and Tyler software.
• Ability to work independently and use good judgment without requiring immediate supervision.
• Ability to deal with the contractors and the public in a tactful and courteous manner.
• Knowledge of modern office equipment, and clerical practices and procedures.
• Ability to handle multiple priorities in a fast-paced work environment.
• Ability to work with many distractions such as interruptions from phones and walk-ins.
• Ability to type or enter data at a speed necessary for successful job performance.
• Ability to update brochures and information for the website.

Supervision Received

Works under the general supervision of the Parks and Recreation Director.

Supervision Exercised

Exercise supervision over Front Desk Receptionist.

Tools and Equipment Used

• Multi-line phone systems, including computer aided systems;
• Personal computer including word processing, spreadsheet, agenda management (CivicClerk), document management (Laserfiche), accounting systems (Springbrook), website/social media platforms, online bidding and permit software.