Administrative Support Coordinator

About the Role

This advanced-level position works under general supervision and requires thorough knowledge of administrative policies and procedures, as well as clerical and secretarial procedures. The role provides secretarial and non-routine administrative support, including independently formulating decisions or judgments involving non-legal interpretation of policies and procedures. If assigned, the role may also act as a lead worker over lower-level administrative and office support staff.

Responsibilities

• Provides fiscal support to the department, including:
  • Encumbrances for regular and emergency expenses
  • Assigning expenditure budget codes to purchase orders
  • Processing invoices for payment, including audits for verification of proper expenditures
  • Collecting and gathering data to maintain hotel lodging revenue reports
  • Preparing monthly, quarterly, annual, or other reports for reconciling monthly statements of accounts against Auditor’s office reports
  • Preparing monthly financial reports for the Board of Trustees
  • Preparing annual reports for budgetary purposes
  • Filing purchase orders, monthly, and annual reports
  • Transferring funds between budget line items
• Prepares pay-ins to be taken to the Treasurer’s Office.
• Executes a variety of administrative support duties to relieve the Executive Director and staff of routine and non-routine tasks.
• Provides information and responds to routine questions related to services, department operations, area attractions, County and region events, policies, and procedures via phone, email, written correspondence, or follow-ups with appropriate Bureau publications or brochures.
• Greets and assists the public, answers phones, and fields calls for sales managers, gathering information for potential reunions.
• Manages special projects for the Executive Director and Sales Managers as needed, including submitting requests for building repairs to the County Services Department.
• Prepares correspondence, forms, and documents such as letters, memos, notifications, and reports.
• Performs miscellaneous clerical duties to maintain office efficiency, including maintaining databases, completing routine office procedures, and serving as the point of contact for Bureau building tenants.
• Maintains Simple View with client, contact, and visitor information.
• Orders new supplies, essential office products, promotional products, and brochures on area attractions; delivers correspondence, picks up supplies, verifies quantities, and logs items into stock.
• Prepares monthly notices and staff reports for the Board of Trustees, including monthly minutes via recording of meetings, financial reports, and other information as directed.
• Performs other duties of a similar nature or level as assigned.

Requirements

• Completion of associate core coursework in secretarial science or business office applications from an accredited career school or community college.
• 30 months of experience in the secretarial/administrative professional field.
• Valid Ohio Driver’s License.

Equivalent combinations of education and experience may be substituted for the minimum qualifications noted above, except where mandated licensure or certification is required.

Schedule

Normal working hours: Monday - Friday, 8:30 AM - 5:00 PM.

Supplemental Information

• Predictable and regular attendance is required.
• Travel may be required.
• Physical demands include stooping, crouching, reaching, and repetitive motion.
• Exertion of up to 20 lbs. of force occasionally to lift, carry, push, pull, or otherwise move objects.