Administrative Services Coordinator

Salary: $18.46 Hourly
Location : 33950, FL
Job Type: Full-time
Job Number: 2
Department: PW - DIVISION DIRECTR
Opening Date: 04/10/2025
Closing Date: 4/24/:59 PM Eastern
FLSA: Non-Exempt
Bargaining Unit: NB

General Summary & Essential Responsibilities

Performs responsible administrative support work in the oversight of administrative operations of a County department. Work includes responsibility for organizing office operations and procedures, preparing payroll, preparing budget, handling expenditures, controlling records retention, reviewing and approving supply requisitions, and coordinating administrative/clerical support.

ESSENTIAL JOB FUNCTIONS

• Develops and implements office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments; ensures office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Assists with the selection, promotion, training, safety, appraisal, and discipline of administrative support personnel.
• Maintains department personnel files and training records, and processes payroll; retains and disposes of records in compliance with established records retention guidelines.
• Processes general financial and budget documentation; reviews and processes invoices and purchase orders; enters budget data into County systems; assists with budget preparation; generates a variety of financial and budget reports; prepares and records bank deposits.
• Oversees operation and maintenance of department equipment and supplies; prepares purchase requisitions in accordance with established policies and procedures; maintains related files and contracts; monitors expenditures.
• Coordinates facilities maintenance such as work orders, repairs, preventative maintenance, and annual inspections.
• Schedules classes, meetings, workshops, and other events for department staff; coordinates equipment and materials needs; and maintains related records.
• Utilizes department computer programs and software; enters, updates, and verifies data; and generates reports.
• Receives and dispatches calls; informs, advises, and follows-up on all customer requests/complaints.
• Schedules travel for department staff; prepares travel itinerary and monitors through final reimbursement.
• Coordinates and monitors work of outside vendors.
• May perform notary services.
• May oversees compliance of personnel issues.
• May compose internal and external correspondence, memos, and reports; prepares drafts for Director's review/signature; prepares procedural memoranda to staff.
• May monitor and maintain petty cash funds.
• May write and maintain website content.
• May be required to travel to County offices/work sites.
• Performs basic administrative duties including written reports, memorandums, letters, and electronic correspondence, interaction with vendors, and communication through telephone and meetings.
• Provides exceptional customer assistance, problem-solving, and/or complaint resolution by all forms of communication.

Min. Education, Licenses and Certifications

Education and Experience:
An equivalent combination of relevant training, education and experience:

• High school diploma or equivalent
• Two (2) years of experience in relevant administrative support
• Preferred:
  1. Lead-worker or supervisory experience
  2. Government work experience

Licenses and/or Certificates:

• Depending on area of assignment:
  • Must maintain a valid driver's license.
• Depending on area of assignment, may be required to obtain and maintain licensure as a Notary Public.

Knowledge, Skills and Abilities

• Knowledge of departmental policies, plans, and procedures.
• Knowledge of modern office practices, plans, and procedures.
• Knowledge of Microsoft Word, Excel, PowerPoint, and other job-related computer programs and software applications.
• Knowledge of operations and practices of local government; ability to analyze and interpret departmental functions, procedures and policies.
• Knowledge of modern governmental office practices, procedures, equipment, and standard clerical/administrative support techniques.
• Knowledge of business English, spelling, punctuation, math, and grammar.
• Analytical and research skills.
• Skill in effective communication, both orally and in writing.
• Skill in prioritizing and organizing work.
• Skill in the use of office equipment such as a computer, multi-line telephone system, scanner, fax machine, and copier.
• Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor.
• Ability to make recommendations and to use resourcefulness and tact in solving new problems.
• Ability to act as a lead worker in the planning, organization, and appraisal of work of other administrative support personnel.
• Ability to ascertain priorities and meet deadlines and objectives.
• Ability to type/perform data entry proficiently.
• Ability to maintain accurate records and reports.
• Ability to provide internal/external guidance and customer assistance via all forms of communication.
• Ability to use computers for data entry, word processing, and/or accounting purposes.
• Ability to author reports, business correspondence, and procedure manuals.
• Ability to establish and maintain effective working relationships with managers, service providers, other employees, and the general public.

Supplemental Information

PHYSICAL DEMANDS
Walking, sitting, hearing, seeing up close, talking, standing, finger movement, repetitive motions. Occasional lifting up to 15 lbs.

WORK ENVIRONMENT
Work is performed in a relatively safe, and secure work environment.

RISK/SAFETY CONDITIONS
The position requires no exposure or risk related to physical and/or mental health and safety.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Charlotte County is an Affirmative Action/ADA/Veterans' Preference and Equal Opportunity Employer.
Women, minorities, and persons with disabilities are encouraged to apply.
Charlotte County Board of County Commissioners offers a comprehensive benefits package to regular full-time employees. Please click on the link below to view information about our benefits.