Administrative Office Coordinator

Summary

Captures administrative support for an office or region within a state, including coordination of building maintenance, office equipment, and purchasing. Supervises work flow of administrative staff under the direction of a manager or director. May also perform administrative duties such as scheduling, preparing correspondence, answering telephones, and filing. May also provide program operations support.

Essential Job Functions

• Supports Managers, Directors, Executives and Officers with daily administrative duties, including scheduling, travel planning, and routine correspondence.
• Covers phones and other duties as needed for administrative staff.
• Ensures appropriate training and continuing in-service training instruction is received by all assigned personnel as needed.
• Coordinates the administrative functions for the department such as billing, accounting, payroll and other related activities, as needed.
• Develops systems/reports which guide and support administrative operations, as needed.
• Aids in preparation and maintenance of contracts and contract proposals.
• Coordinates space planning, lease formalities and office automation.
• Coordinates operational matters as building maintenance/repair, office equipment and purchasing.
• Maintains and develops relationships with vendors, including getting quotes.
• Organizes, plans and attends department/program meetings, retreats, trainings and events, as required.
• May assist with Human Resource related tasks including interviewing, hiring, orientation, and training and performance evaluations, processing paperwork and maintaining employee records.
• Processes and maintains payroll and invoices/account payables for all disciplines within the office or department.
• Investigates all discrepancies and resolves all payroll problems.
• Performs timekeeper responsibilities for assigned employees as required.
• Maintains databases such as the Network’s Census system.
• Performs other related duties and activities as required.

Supervisory Responsibilities

None required.

Minimum Knowledge And Skills Required By The Job

• Education And Experience: Associates degree in related field preferred, 2-3 years of experience in administrative support.
• Other Skills And Abilities: None noted.

Physical Requirements

Light work. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.