Administrative Coordinator - Fleet

About the role

This position performs a variety of administrative and office support tasks in a typical office setting related to the function and department assigned under general supervision of the department head and supervisory staff for various City Departments.

Responsibilities

• Types, proofreads, and processes a variety of documents including general correspondence, forms memos, statistical charts and specialized documents from drafts, notes, verbal instruction or dictated tapes using word processing or computer equipment.
• Reviews documents for accuracy, completion, and conformance to established procedures.
• Utilizes personal computers and computer software to perform word processing and spreadsheet functions and prepares and maintains computerized reports.
• Sorts and files documents and records, maintaining alphabetical, index, and cross-reference files; and assists department with photocopying, assembling materials, and simple clerical work when assigned.
• Answers the telephone, waits on the general public, and provides information related to department and/or city policies and procedures, and makes various appointments and announces callers.
• Assists in receiving, sorting, and distributing incoming and outgoing mail; assists in maintaining paper and other supplies stocked in the supply room and assists in ordering supplies.
• Builds and maintains positive working relationships with co-workers, other employees, and the public using principles of good customer service; promotes and represents the City to the public in a friendly, helpful, and professional manner.
• Prepares, processes, and maintains vehicle registrations, titles, warranties, contracts, insurance documentation, and other compliance related records.
• Processes purchase orders, invoices, vouchers, and expense reports in accordance with City procurement and financial procedures; assists in monitoring fleet related expenditures.
• Identifies and/or recommends cost control measures in the delivery of all services and functions in his/her department and under his/her area of responsibility.

Requirements

• Some college or equivalent.
• Minimum of two (2) years of relevant experience performing similar administrative support duties.
• Experience in fleet administration, public works, procurement, or financial documentation preferred.

Qualifications

• Knowledge of office practices and procedures including filing and basic recordkeeping.
• Knowledge of the operation of standard office equipment including work processing and computer equipment.
• Knowledge of English usage, spelling, grammar, and punctuation.
• Knowledge of business letter writing and typing formats.
• Knowledge of Microsoft Office programs, Access, Lotus Notes and familiarity with database or fleet management systems preferred.
• Basic mathematical functions.
• Written and oral communication skills.
• Ability to function as a team player.
• Ability to prepare letters and memorandums, vouchers, and purchase orders accurately, timely, and with an eye for detail.
• Ability to establish and maintain effective working relationships with those contacted in the course of work.
• Ability to organize and maintain accurate records and files.
• Ability to learn the operation, policy, and procedures of the City and the assigned department or office.
• Ability to perform difficult and complex clerical and administrative support work using independent judgment.
• Ability to effectively present information both one-on-one and to small groups.

Skills

• Knowledge of office practices and procedures including filing and basic recordkeeping.
• Knowledge of the operation of standard office equipment including work processing and computer equipment.
• Knowledge of English usage, spelling, grammar, and punctuation.
• Knowledge of business letter writing and typing formats.
• Knowledge of Microsoft Office programs, Access, Lotus Notes and familiarity with database or fleet management systems preferred.
• Basic mathematical functions.
• Written and oral communication skills.
• Ability to function as a team player.
• Ability to prepare letters and memorandums, vouchers, and purchase orders accurately, timely, and with an eye for detail.
• Ability to establish and maintain effective working relationships with those contacted in the course of work.
• Ability to organize and maintain accurate records and files.
• Ability to learn the operation, policy, and procedures of the City and the assigned department or office.
• Ability to perform difficult and complex clerical and administrative support work using independent judgment.
• Ability to effectively present information both one-on-one and to small groups.

Benefits

The City offers a three-tiered stipend plan to help offset the cost of employee health insurance coverage. The three tiers are as follows:

• Opt Out – Employees opting out of the City's health insurance plan receive $550 contribution, pro-rated semi-monthly.
• Single Coverage – Employees choosing single coverage receive a contribution of $814.60 monthly, pro-rated semi-monthly.
• Dependent Coverage – Employees choosing dependent coverage receive a monthly contribution amount of $1,183.92 if enrolling with employee + child(ren) coverage, $1,261.40 if enrolling with employee + spouse coverage, or $1,5633.48 if enrolling with family coverage, pro-rated semi-monthly.

Pay

The City offers a three-tiered stipend plan to help offset the cost of employee health insurance coverage. The three tiers are as follows:

• Opt Out – Employees opting out of the City's health insurance plan receive $550 contribution, pro-rated semi-monthly.
• Single Coverage – Employees choosing single coverage receive a contribution of $814.60 monthly, pro-rated semi-monthly.
• Dependent Coverage – Employees choosing dependent coverage receive a monthly contribution amount of $1,183.92 if enrolling with employee + child(ren) coverage, $1,261.40 if enrolling with employee + spouse coverage, or $1,5633.48 if enrolling with family coverage, pro-rated semi-monthly.

Schedule

The City offers a three-tiered stipend plan to help offset the cost of employee health insurance coverage. The three tiers are as follows:

• Opt Out – Employees opting out of the City's health insurance plan receive $550 contribution, pro-rated semi-monthly.
• Single Coverage – Employees choosing single coverage receive a contribution of $814.60 monthly, pro-rated semi-monthly.
• Dependent Coverage – Employees choosing dependent coverage receive a monthly contribution amount of $1,183.92 if enrolling with employee + child(ren) coverage, $1,261.40 if enrolling with employee + spouse coverage, or $1,5633.48 if enrolling with family coverage, pro-rated semi-monthly.