Office Coordinator (Utilities)

About the role

The Office Coordinator (Utilities) position supports the efficient operation of an office within the Department of Public Works and Transportation, Bureau of Utilities.

Responsibilities

• Provides administrative support in an office by coordinating the workflow, which may include assigning and reviewing the work of others.
• Captures and maintains complex filing and tracking systems for contracts.
• Prepares or assists in the preparation of personnel related documents and forms.
• Completes Personnel Requisition Forms, entry, change, promotional, and termination tickets, and tracks documents leave usage, including family and medical leave.
• Uses automated office systems, such as word processing equipment or a computer to draft and prepare a variety of letters and memos.
• Determines appropriate letter or memo format, proofreads, and edits documents for grammar, punctuation, spelling, and prepares documents for distribution or mail.
• Creates and maintains a variety of detailed office databases and logs. Accesses databases to establish, retrieve, review, update, track, and revise office records.
• Performs queries and compiles personnel, budgetary, and statistical reports.
• Establishes and maintains confidential, alphabetical, chronological, or subject matter files and records.
• Reviews and summarizes information from manual and electronic files for the preparation of monthly, quarterly, and annual reports.
• Schedules, attends, and takes notes and minutes for meetings, conferences, and hearings, which may include those of boards and commissions.
• Maintains calendars, schedules appointments and meetings.
• Prepares and types, photocopies, and distributes meeting agendas and/or minutes.
• Operates office machinery, such as computers, photocopiers, calculators, telephones, scanners, and printers.
• May supervise or coordinate the work of subordinate clerical staff.
• Logs inquiries and complaints into tracking systems such as spreadsheets, Cityworks.

Qualifications

• Required Qualifications:
• Possession of a high school diploma or an appropriate equivalent.
• Plus two years' typing, word processing, or secretarial experience.
• Additional Qualifications:
• Additional education may be substituted on a year-for-year basis for the required experience.
• Additional experience as described in the essential duties may be substituted on a year-for-year basis for the required education.
• Possession of a valid driver's license equivalent to a non-commercial, class C Maryland driver's license is required at the time of appointment.