Office Coordinator - Road Department

Under the supervision of the Managing Director, or their designee, this role provides high-level administrative support and assistance to the Managing Director and other assigned leadership staff. Responsibilities include secretarial and administrative tasks, monitoring department processes and projects, and serving as the departmental communication liaison with citizens, government officials, and media outlets.

Responsibilities

• Act as the confidential administrative assistant to the Managing Director by preparing internal and external communications and reports, maintaining confidential records for commercial driver licenses, coordinating the random drug testing program, attending labor contract negotiations, and participating in employee disciplinary meetings.
• Perform secretarial duties such as preparing Board resolutions and memos, filing, typing letters and email correspondence, proofreading, making copies, taking meeting minutes, creating reports, issuing public meeting notices, assisting with public meeting presentations, and other clerical functions.
• Use a variety of software programs, including Word, Excel, and PowerPoint.
• Schedule meetings, reserve external meeting locations, set up virtual meetings, and accommodate auxiliary aids and services for public meetings. Record, transcribe, and distribute meeting minutes. Work with the Managing Director to follow up on tasks assigned at meetings. Monitor work projects and deadlines. May attend meetings in lieu of the Managing Director or other staff when scheduling conflicts occur.
• Assist with the administration and required record keeping for various statutory programs, such as hazardous materials, worker safety, Americans with Disabilities Act, and commercial driver licensing.
• Coordinate data collection for grants, reports, charts, brochures, handbooks, and projects. Provide staff with preliminary background information as requested. Compile large amounts of data into concise reports and charts, create brochures and fliers, and assist with developing policies and policy manuals. Monitor publications on topics related to the Road Department.
• Serve as the Freedom of Information Act (FOIA) coordinator for the Road Department. Receive FOIA requests, determine if the information is available, and provide the information pursuant to the Act.
• Perform various accounting functions, including verifying invoices, processing documentation for Managing Director signature, tracking departmental expenditures, and providing financial analysis in preparation for budget meetings.
• Act as liaison with the Human Resources Department to post vacancies, schedule interviews, prepare interview packets, process applications, and maintain confidentiality of records. Aid with new employee orientation and training.
• Coordinate Road Department functions, such as the Employee Appreciation lunch, potlucks, touch-a-truck events, parades, and booth displays. Prepare a quarterly newsletter.
• Assist and temporarily perform the duties of the Reception and Public Information Coordinator during breaks and absences, including answering phones, directing calls, taking service requests, providing customer support for visitors, and responding to general questions regarding department processes and projects.
• Manage the execution and tracking of contracts. Provide and obtain information from Legal Counsel, Board of Commissioners, Board Director, County Clerk, vendors, government agencies, and others.
• Act as the communication liaison with the Engineering and Operations Departments, county departments, county commissioners, internal staff, citizens, government officials, media outlets, and others. May provide statements and interviews with media on behalf of the Managing Director or other staff.
• Maintain and update the Road Department’s website, Facebook, and/or other social media sites.
• Prepare and distribute news releases, construction and maintenance project updates, and various other public information releases for Road Department employees, retirees, customers, citizens, emergency services, county commissioners, county departments, and/or units of government.
• Assist the Engineering and Operations Departments as required.
• May be assigned to act as the Managing Director’s designee.
• Perform other duties as assigned.

Requirements

• Equivalent of two years of college-level coursework in accounting, data processing, general office management, administration, or related areas.
• A minimum of three years of relative experience.
• Expertise in the utilization of word processing, spreadsheet, and presentation software.
• Executive experience is preferred.
• Must possess a valid Michigan Motor Vehicle Operator’s License.
• Proficient use of word processing, spreadsheets, and presentation software, as well as basic knowledge and experience with social media software programs such as Facebook, Instagram, LinkedIn, and Twitter.
• May be required to become a Notary Public through the Michigan Department of State.
• Demonstrates effective communication skills by engaging, interacting, and working with all individuals to ensure clarity and understanding in all interactions.

Working Conditions

• Works primarily in an indoor environment with no planned exposure to prominent lights, noises, odors, temperatures, or weather conditions.
• Required to travel for meetings and appointments.

Physical Requirements

• Ability to sit, stand, walk, climb, balance, twist, bend, stoop/crouch, squat, kneel, lift, carry, push, pull, reach, grasp, handle, pinch, and type.
• Regular stamina in sitting, standing, typing, and enduring repetitive movements of the wrists, hands, or fingers.
• Performs medium work requiring the ability to exert between 20-50 pounds of force.
• Primarily requires close visual acuity to perform tasks within arm’s reach, such as viewing a computer screen, using measurement devices, inspecting and assembling parts, etc.
• Ability to communicate and respond to inquiries both in person and over the phone.
• Ability to operate a PC/laptop and to enter and retrieve information from a computer.
• Ability to handle varying and often high levels of stress.

Benefits

This position is benefited and is subject to the Managerial Confidential group manual. Ingham County offers a wide range of benefits to support you in your career. View the Benefits page for more information. The current Managerial Confidential group manual can be viewed here.