City of DeLand

120 South Florida Avenue

DeLand, FL 32720

Phone: (386) 626-7000

 

ADMINISTRATIVE COORDINATOR

                      Department: 118/Planning,                                  Exempt: No

                                                  Reports To: Planning Director                            Pay Grade/Wage: 107/$20.11 per hour

                      Position Type: Full-Time                                    Hours: 40 hrs/week

JOB SUMMARY: Handles complex and routine assignments given by department/division head. Functions as departmental office manager and makes decisions based on departmental policies, procedures, and instructions.

JOB DESCRIPTION:

DUTIES & RESPONSIBILITIES

• Provides administrative services to surrounding departments.

• Prepares agendas, minutes and materials for meetings; special reports; proper bid documents for distribution; and purchase orders.

• Maintains records.

• Oversees office operation and stock purchases.

• Transcribes memos, letters, etc.

• Composes and transmits simple letters, memos, etc.

• Prepares annual evaluations and budget forms.

• Accesses, inputs, and retrieves information from a computer.

• Assigns work, approves leave forms, trains and provides support when needed.

• Prepares legal documents.

• Supervises clerical staff.

• Performs special projects as assigned.

• Handles time and attendance reports for employment department.

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and /or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE REQUIREMENTS

• High school diploma or general education degree (GED) from an U.S. Department of Education accredited institution is required.

• Considerable experience is required in advanced clerical work.

• An equivalent combination of education, experience and training which provides the required knowledge, skills and abilities may be considered for minimum requirements except for licensure/certification requirements.

LANGUAGE SKILLS

• Ability to read and interpret documents such as financial reports, letters, and memos.

• Ability to develop and maintain good personal relationship with other employees and the public.

• Ability to clearly and effectively communicate both verbally and in writing.

REASONING ABILITY

• Ability to follow and apply common sense understanding, to carry out instructions furnished in written and oral form.

• Exercise independent judgment in the performance of specifically assigned responsibilities.

• Must have the ability to work with a minimum amount of supervision and to think and act independently under general supervision.

• Initiative, tack, efficiency, and good judgment are required.

OTHER SKILLS AND ABILITIES:

• Considerable knowledge of standard office terminology, procedures, routines and practices and ability to operate office equipment.

• Thorough knowledge of functions, procedures, and policies of office operations are required in addition to the ability to make decisions in accordance with the laws, ordinances, and established regulations.

• Working knowledge to successfully operate Microsoft Office Suite applications.

• Capability to effectively assist supervisory personnel and non-supervisory personnel.

• Ability to perform basic mathematical computations. (addition, subtraction, division, multiplication, fractions)

• Possess a working knowledge of DeLand’s Budget procedures.

• Ability to greet the public in a pleasant manner and must possess excellent customer service skills.

WORK ENVIRONMENT/ADA: While performing the duties of this job, the employee is regularly required to sit for long of periods of time performing repetitive functions. Some of these functions include: filing, typing prescribed words per minute accurately, sitting at desk and viewing display screen for extended periods of time.

Lifting: Lift up to 45 Pounds,

Vision: 20/20 or Corrected to 20/100

Environment: Office Work, Hearing: Normal Noise Levels for Work Environment

*Class Descriptions are not intended to be restrictive. The use of (or absence of) a particular illustration of duties shall not be held to exclude or limit the authority of a Department Head to assign other duties which are similar and related to work.