Administrative Coordinator (Finance Department)

About the role

The City of Pittsburg is seeking a motivated and detail-oriented Administrative Coordinator to provide critical administrative, financial, and project support in the Finance Department. The successful candidate should be highly organized, solutions-driven, and skilled at balancing multiple priorities. They should bring a combination of financial, administrative, and project management expertise, paired with a commitment to customer service, teamwork, and professionalism.

Responsibilities

• Budget & Finance: Participate in the development, preparation, and monitoring of departmental budgets; track expenditures; prepare estimates, reports, and financial documents; resolve discrepancies; general billing and reconciling cash payments; grant management of designated City programs.
• General Liability Claims Processing: Manage the intake, review, and tracking of general liability claims filed against the City, ensuring compliance with state and municipal requirements.
• Tracking Developer Deposits: Establish and maintain developer deposit accounts, ensuring accurate financial records within the City’s financial system.
• Administrative Support: Coordinate critical projects, workflow improvements, and office systems; provide data analysis; recommend and implement improved procedures; manage well-defined programs independently.
• Research & Reporting: Conduct project research and prepare periodic reports; assist staff with departmental policies, procedures, and recordkeeping.
• Records & Documentation: Prepare reports, forms, presentations, and maintain official department records; process records requests.
• Customer Service: Respond to public and staff inquiries; provide information about department services.
• Representation & Teamwork: Represent the City with professionalism, integrity, and a spirit of collaboration; foster an inclusive, service-oriented work environment; maintain positive working relationships with staff, City employees, and the community.

Examples of duties include but are not limited to:

• Participate in the development and preparation of budgets; compile data, monitor assigned budgets, track expenditures, grant management, ensure department remains within approved budget allocations; prepare and transmit a variety of financial documents; prepare estimates of fees, utilize software applications for payment, verify receipt of materials, and resolve discrepancies.
• Coordinate specific and critical administrative support projects, systems, workflow, work simplification, and improvement in efficiency; provide data analysis, develop and implement improved office and departmental procedures; act independently in completing basic studies, oversee well-defined programs, projects, and provide expert assistance to staff.
• Monitor financial deposits made by developers for projects requiring City review, inspection, or services; track expenditures against developer deposits.
• Receive, review, and log all incoming liability claims filed against the City; ensure claims are complete and comply with Government Code requirements before forwarding to the City’s claims administrator or legal counsel; maintain claims database and tracking systems to ensure accurate and up-to-date records.
• Perform project research and report preparation related to the activities of the department; prepare and update a variety of periodic reports; provide assistance to staff on departmental issues such as policies, procedures, operations, and recordkeeping.
• Prepare, draft, and finalize staff reports for City Council; prepare and assemble board/commission/team agenda packets; ensure proper timelines are met; disseminate critical information; attend committee, board/commission, and other meetings; prepare minutes; public notices for media print; coordinate meetings.
• Prepare a wide variety of reports, forms, permits, presentations, and other documents; process and maintain official records for the department, and process records requests.
• Respond to questions and inquiries from the public, contractors, and professional staff regarding department projects; supply information concerning fees, permits, legal requirements, procedures, and services provided by the department.
• Represent the City with dignity, integrity, and the spirit of cooperation in all relations with staff and the public. Foster an environment that embraces integrity, service, inclusion, and collaboration.
• Be an integral team player, which involves flexibility, cooperation, and communication.
• Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service.

Requirements

Any combination of education, experience, and training that would provide the best qualified candidates. A typical way to obtain the knowledge and abilities would be:

• Education: Possession of the equivalent to an associate’s degree from an accredited college or university with major coursework in business or another field of study applicable to the responsibilities and requirements of this job class.
• Experience: Two years of progressively responsible experience performing administrative or technical support in the Finance/Accounting field.
• Special Requirements: Possession at the time of hire and continued maintenance of a valid California Class C driver’s license is required.
• Other Requirements: Physically and mentally capable of performing the functions of the job, including but not limited to those summarized in the duties.

Skills

Knowledge of:

• Standard office administrative practices and procedures, including the use of standard office equipment.
• Codes, policies, regulations, procedures, laws, statutes, and municipal codes related to the department.
• Computer applications, electronics, and equipment related to the work.
• Business arithmetic and basic statistical techniques; basic budgeting theories and principles; records management principles and practices as required by the Brown Act.
• Techniques for dealing effectively with the public and City staff, in person and over the telephone.
• Principles of work simplification, office layout, forms design, and records management; administrative and budget analysis techniques.
• Principles and practices of business and public administration; statistical analyses and various methods of presentation.
• Data processing systems as related to administrative analysis.
• Standard and accepted English usage, spelling, punctuation, and grammar.

Ability to:

• Work independently or collaboratively with others to formulate and achieve common goals.
• Perform specialized and complex office administrative work requiring the use of independent judgment.
• Interpret and implement policies; analyze and resolve administrative and procedural problems.
• Perform basic research and prepare reports and recommendations.
• Oversee projects and/or supervise others, monitor, and evaluate the work of staff.
• Coordinate projects and follow up on assignments with minimal direction.
• Establish and maintain cooperative and effective relationships with those contacted in the course of work.
• Prepare statistical and administrative reports.
• Maintain outstanding communication skills with the ability to clearly and concisely communicate both orally and in writing.
• Exercise sound judgment, initiative, flexibility, creativity, and sensitivity in response to changing situations and needs.

About the employer

The City of Pittsburg is a culturally rich and diverse community of over 76,000 residents, expected to grow to 90,000 in the next 20 years. Located in the Bay Area Region of Northern California, Pittsburg is perfectly situated for easy access to San Francisco, Napa Valley, Sacramento, the foothills of the Sierra Nevada Mountains, and Lake Tahoe. Pittsburg City Hall is conveniently located a short walk from the Pittsburg Center Station of the Bay Area Rapid Transit System (BART), making commutes from cities throughout the Bay Area very easy.

Pittsburg offers waterfront homes, a performing arts theater, a variety of seasonal events, an extensive park system, a large public-school system, and a variety of shopping centers. The recently renovated Marina is an ideal place to visit, located within steps of the Old Town shopping district and downtown living, featuring nearly 600 boat slips, a free public boat launch, fuel dock, café, bait shop, and the Pittsburg Yacht Club. The city hosts events such as the Seafood and Music Festival, car shows, movies in the park, kayaking, and fishing derbies.

The City of Pittsburg is a full-service city following the council-manager form of government, with approximately 300 full-time employees and up to 350 employees seasonally. Departments include City Management, Community and Economic Development, Community Services, Recreation, Human Resources, Finance, Police, and Public Works. Fire Protection services are provided by the Contra Costa County Consolidated Fire Department.

Benefits

A competitive benefits package for regular employees includes:

• CALPERS retirement
• Medical, dental, and vision insurance
• Paid life insurance
• Retirement health savings account
• Deferred compensation plan with employer match
• Paid time off
• Tuition reimbursement
• Wellness activities
• Employee assistance program
• Employee development courses