ADMINISTRATIVE COORDINATOR I

Unclassified Position

Current vacancy is in the Department of Information Technology. Minimum qualifications: High School diploma or GED required. Associate's degree in secretarial science or office administration preferred, supplemented by five (5) years of progressively responsible secretarial, office administration (preferably in a municipal environment), customer service, and/or record management experience, or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Specific license or certification required: May require possession and maintenance of valid State of Georgia Notary Public certification.

Specific knowledge, skills, or abilities: Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all county or departmental policies, practices, and procedures necessary to function effectively in the position.

Veterans' preference: Qualifying veterans will be given preference in the form of a guaranteed invitation to interview for any position to which they applied and have been found to have met the minimum qualifications. Veterans' preference provides for hiring preference on initial appointment only. To see the full Fulton County Veterans' Preference Policy and Procedure, please click here.

Examination: The examination will consist of a review of education and experience, accomplished by analysis of the application. Application must document that the applicant possesses the minimum knowledge, skills, education and experience as listed to be rated as eligible. If selected, an official, accredited college transcript is required, at time of employment, for all degrees/course work used to qualify for this position. All applications must be completed in full before they are submitted. Please review all applications for accuracy and make all corrections before submission because errors can result in not meeting the minimum qualifications. Additional information will not be accepted after applications are received by the Department of Human Resources Management.

Purpose of Classification

The purpose of this classification is to serve as the office manager for a large division or department. While the essential functions are similar to those of an Administrative Specialist, Administrative Coordinators are broadly responsible for all administrative support functions in a division or department, whereas Administrative Specialists typically focus more narrowly on one or more aspects of the work. Work often requires a broader knowledge and comprehension of techniques, information, methods, and organizational procedures, wherein a moderate latitude for judgment relative to understanding and interpretation is required. Job duties can be learned from more formalized instruction or an apprenticeship of moderate duration.

Essential Functions

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Serves as liaison between the assigned department and other departments/divisions, staff members, County officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; circulates documentation to appropriate departments.

Serves as departmental human resources liaison; prepares new employee paperwork; processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and researches discrepancies; tracks accrued and used sick leave and vacation time; enters payroll data into computer for payment; prepares personnel change forms; maintains attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records.

Provides administrative/secretarial support for management and/or staff of assigned department/division: relieves management staff of routine administrative tasks; screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; records and transcribes dictation; types, composes, edits, or proofreads various documentation; maintains calendars and schedules meetings, appointments, interviews, or other activities; coordinates travel arrangements, accommodations, conference registrations, or related plans for department staff. Processes documentation pertaining to budget or general financial management; reviews invoices for accuracy, matches with purchase orders; enters budget data into computer; assists with budget preparation; provides budgetary input and assists in forecasting revenues/expenditures; enters daily revenue into computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; processes budget transfers as needed; reconciles payable records with Finance Department records prepares bank deposits; coordinates internal accounting activities; maintains current balances for accounts; and maintains departmental petty cash funds Processes purchasing documentation: reviews purchase requisitions and verifies availability of budgeted funds; prepares purchase orders and forwards data to appropriate departments; obtains competitive price quotes; orders materials under blanket purchase orders.; reviews invoices, purchase orders, or other documents for accuracy; researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; maintains files and records. Receives and sorts incoming documentation and materials: sends/receives documentation; distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation. Performs customer service functions in person, by telephone, and by mail: provides information/assistance regarding department/division services, procedures, fees, or other issues; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution; receives payments for various fees, fines, or services: records transactions, posts payments, and issues receipts; balances cash drawers; prepares revenues for deposit and forwards as appropriate. Provides administrative support for boards, committees, or other meetings: prepares meeting agendas, packets, and related documentation; coordinates meeting rooms/facilities, equipment, and refreshments; notifies participants of scheduled meetings; submits public notices to newspapers, property owners, or others as required; prepares and distributes agendas, meeting notices, meeting packets, and related documentation; records and transcribes meeting minutes; distributes meeting minutes to appropriate individuals; maintains official records. Maintains department webpage, social media, and online enrollment; uploads pictures, schedules, brochures and other events and information; adds upcoming events to calendar; posts news and announcements; enters and maintains information regarding classes and fees; processes registrations, memberships and rentals; runs reports and prints class lists; assists customers with creating user accounts and site navigation as needed. Coordinates arrangements for various meetings; notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; maintains records. Processes a variety of documentation associated with department operations within designated timeframes and per established procedures; receives, reviews, records, types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; files, maintains, and stores hardcopy records. Maintains file system of various files/records for the department, prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention. Maintains current maps, telephone lists, directories, operating manuals, procedures, and other reference materials. Conducts research of department files, database records, hardcopy materials, Internet sites, or other sources as needed. Monitors inventory of department supplies and forms: ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies. Operates a personal computer, scanner, telephone, postage machine, dictation equipment, shredder, general office equipment, two-way radio, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, presentation, graphics, desktop publishing, e-mail, Internet, or other computer programs; provides training and/or technical support for other system users; troubleshoots computer problems and performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner. Communicates with supervisor, employees, volunteers, other departments, County officials, other municipalities, government agencies, attorneys, engineers, contractors, vendors, sales representatives, customers, the public, community organizations, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Additional Functions

Performs other related duties as required.

For applicants with prior military service: We strongly encourage veterans, prior military and transitioning service members to apply. Many of the competencies and transferable skills developed through military service directly support success in this role, including:

• Leadership & Accountability Demonstrates responsibility and accountability in coordinating administrative activities, managing priorities, meeting deadlines, and ensuring assigned work is completed accurately and in accordance with established procedures.
• Operations & Problem Solving Coordinates day-to-day office and administrative operations, identifies and resolves routine operational issues, organizes workflow, and supports the efficient delivery of departmental services.
• Communication & Customer Service Communicates effectively with employees, leadership, customers, and the public; responds to inquiries, provides information and assistance, and maintains professional working relationships.
• Technical & Administrative Proficiency Demonstrates proficiency in administrative support functions, including preparing and processing documents, maintaining records and files, managing information, scheduling, and using standard office technology