Administrative Coordinator

 

Code: 090A BU: 17 (Salary Info) Grade: 024 Effective Date: 7/17/2003

Description of Work
General Duty Statement

Performs responsible professional and administrative work providing assistance to a department or office director in coordinating the design and implementation of special projects and programs; performs community liaison and public information work, human resources liaison work, and departmental planning and budget processing; performs related work as requested.

Supervision Received

Works under the technical, general, and/or administrative supervision of a unit or division manager.

Supervision Exercised

May exercise technical supervision over lower-level support, technical, or professional staff.

Typical Duties Performed

The listed examples may not include all the duties performed by all positions in this class.

• Oversees the design and implementation of special programs and projects related to the business plan of the department or office; conducts planning and needs analysis, performs community liaison and outreach activities; provides public information; coordinates the integration of department and office resources; identifies and pursues funding sources; develops criteria for measuring the success of programs or projects.
• Coordinates the activities of an administrative unit of a department or office; schedules and evaluates the work, determines priorities, conducts employee performance reviews, hires, disciplines, rewards, trains, recommends dismissal, and handles grievances.
• Serves as a liaison to the Office of Human Resources; reviews and approves all human resources transactions; makes recommendations regarding human resources and labor relations issues such as recruitment, selection, job classification, employee training, contract negotiations, performance management, workers compensation and human asset planning.
• Serves as liaison between the department/office director and managers and line staff; oversees the activities of an assigned division or section on an interim basis.
• Assists the department/office director in the development of policies and procedures and monitors the activities of all divisions within the department/office for conformance with policies and procedures.
• Coordinates the preparation and analysis of the department/office annual budget and assists in planning and administering budgetary controls; performs contract administration.
• Conducts research and analysis; prepares, for the department/office director, correspondence, special reports and plans.
• Represents the department/office at meetings with public officials, community groups, and the public; provides information to the media and special interest groups.

Competencies

• Demonstrates an understanding of the modern principles and theories of public and/or business administration including, strategic planning, human resources administration, budget analysis, and project management; demonstrates an ability to use that understanding in identifying and resolving complex issues and challenges associated with the work.
• Demonstrates an understanding of the organizational structure and general functions of state and local government; demonstrates an ability to use that understanding in identifying and resolving complex issues and challenges associated with the work.
• Demonstrates the ability to identify sources of funding for programs and projects; and demonstrates the ability to make appropriate application for and successfully obtain such funding.
• Demonstrates the ability to manage programs and projects that may have changing priorities and Citywide impact; demonstrates the ability to negotiate and meet deadlines; demonstrates the ability to identify which employee or issue requires immediate attention; and demonstrates the ability to plan and take effective and appropriate action.
• Demonstrates the ability to coordinate the development and implementation of a multimillion dollar budget and demonstrates the ability to monitor the use of associated funds.
• Demonstrates the ability to identify risks and liabilities associated with programs and projects and refer potential problems or issues to higher level management personnel or appropriate legal counsel.
• Demonstrates the ability to effectively assist City officials, department or office directors, division managers, line staff, customers, and community stakeholders in planning, problem solving, and analysis.
• Demonstrates the ability to select clerical, professional and supervisory employees that are best suited for an assigned functional area and demonstrates the ability and skills necessary to effectively manage employee performance.
• Demonstrates effective leadership by providing effective work direction to subordinate employees by promoting the mission and vision of the unit and the City, and by reinforcing desired work behaviors; demonstrates the ability to facilitate the group problem solving process, recognizing positive results, managing conflict, and negotiating satisfactory outcomes.
• Demonstrates the ability to listen, speak, and write, in an effective manner, with a diverse group of individuals, including elected officials, department and office directors, representatives of other jurisdictions and private organizations, subordinate employees, and the general public.
• Demonstrates the ability to transfer one's knowledge to others and positively influence others; demonstrates the ability to provide for and encourage the creation of a positive work environment for assigned staff and coworkers.
• Demonstrates the ability to gather, analyze, and organize information, conduct comparative analyses, make recommendations supported by identified facts, and present clear recommendations to management.
• Demonstrates skill in operating a computer keyboard, mouse, and peripheral devices such as printers, scanners, and duplicating machines.
• Demonstrates the ability to use job-related software such as e-mail, word processing, spreadsheet, database management, and presentation applications; keeps current on advances in job-related software.
• Demonstrates the ability to conduct and direct others in conducting customer service needs analysis; demonstrates the ability to identify the service needs of a diverse group of internal and external customers; demonstrates the ability to develop customer service standards that effectively respond to those needs.

Requirements

Bachelor's degree in public administration, business administration, or a related field and four years of professional level administrative experience that would include experience in program or project development and management, strategic planning, administration of human resources activities, budget development and administration, and supervision of an assigned staff.