Administrative Coordinator

CLASSIFICATION TITLE:

Administrative Coordinator

SALARY:

$46,683.25 - $60,380.89

DEPARTMENT:

Public Defenders Office

Opening Date:

06/10/2024

Closing Date:

06/25/2024 12:00 a.m.

FLSA STATUS: Non-exempt - Overtime pursuant to Collective Bargaining Agreement or Human Resources and Labor Relations Policy

EMPLOYMENT RELATIONSHIP: Just cause subject to probationary period

GENERAL SUMMARY:

Performs complex and confidential administrative, accounting and clerical duties with a high degree of independence and initiative.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Performs administrative support and clerical accounting tasks with a high degree of independent and confidential judgment.

Prepares and records administrative records including federal and state grant applications, reports and claims; assures necessary documents, forms and materials are accurate and available for administrative decision making.

Maintains and monitors assigned division's operating budget on a daily basis.

Prepares budgets, billings, account statements, invoices, vouchers and vendor contracts, as well as, forms, surveys and correspondence.

Prepares letters, memos, forms, records and other related correspondence including spreadsheets for financial analysis.

Processes account information, disburses and distributes funds, reconciles accounts and assists in the financial preparation of County, State and Federal audit and monitoring requests.

Monitors, verifies, enters and maintains timesheets; processes attendance records and payroll for staff members of assigned division.

Orders, tracks and maintains inventory records including office and program supplies and off-site storage facilities.

Processes and monitors equipment maintenance and repair requests.

Receives incoming requests and provides support and assistance appropriate to skills level.

Interacts with outside agencies and organizations to conduct business.

Operates standard office equipment such as personal computers, facsimile machines, copiers, scanners, calculators and adding machines.

Performs related duties as assigned.

QUALIFICATIONS

Required Education and Experience

• High school diploma or GED equivalent

• Three (3) years of office clerical work experience

Preferred Education and Experience

• Associates degree or higher

• Bookkeeping or accounting related work experience

Required Licenses or Certifications

• Possession of a valid Michigan driver's license and operable, insured automobile for authorized travel

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

• Modern office procedures and methods

• Various and specialty designated data processing/computer systems and applications for office administration across many departments in the County

• Principles and practices of basic bookkeeping and invoice processing

• General clerical/administrative support and secretarial processes common to office administration

• Accounts receivable and payable procedures

• Payroll processing and timekeeping

• Manual and electronic filing and record keeping procedures and retention schedules

• HIPAA and other laws or County policies for maintaining record confidentiality

• County, State of Michigan and department policies and practices for ordering and maintaining inventory of necessary supplies for daily office/clinic or department operation

• A variety of programs eligibility, enrollment and verification policies and practices

• Database applications and report writing, data mining and collection for operational review

Skill in:

• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with staff and the public

• Providing customer service to internal and external customers via phone, email and in person

• Performing a variety of duties, often changing from one task to another of a different nature

• Performing somewhat complex mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios

• Organization and time management

• Assigning, prioritizing, monitoring, and reviewing work assignments

• Operating personal computers with current versions of office efficiency software and applications

• Performing data entry to multiple types of database applications for registration, enrollment, service provision, billing, inventory and statistical review and reporting

Ability to:

• Work in an environment which embraces the county's Dignity Campaign

• Effectively speak, write and understand the English language

• Effectively speak, write and understand a language other than English is preferred

• Understand and carry out oral and/or written instructions

• Accurately organize and maintain paper documents and electronic files

• Maintain the confidentiality of information and professional boundaries

• Take initiative and Work independently

• Provide excellent customer service to both internal and external customers with tact and courtesy

• Meet schedules and deadlines of the work

• Perform moderate to high level clerical/administrative related duties with a high degree of accuracy

• Lead and train staff and coworkers

• Learn new policies, practices and procedures

• Read and understand laws, rulings and other published guidance

• Handle, process and account for large sums of cash/money

• Understand and follow complex registration, eligibility and enrollment guidelines

WORK ENVIRONMENT/CONDITIONS

The work environment and exposures described here are representative of those an employee encounters while performing the essential functions of this job.

N/S=Never/Seldom O=Occasionally F/C= Frequently/Continuously

Work Environment

Office or similar indoor environment: F/C

Outdoor environment: N/S

Street environment (near moving traffic): N/S

Construction site: N/S

Confined space: N/S

Exposures

Individuals who are hostile or irate: O

Individuals with known violent backgrounds: N/S

Extreme cold (below 32 degrees): N/S

Extreme heat (above 100 degrees): N/S

Communicable diseases: N/S

Moving mechanical parts: N/S

Fumes or airborne particles: N/S

Toxic or caustic chemicals, substances, or waste: N/S

Loud noises (85+ decibels): N/S

Blood Borne Pathogens: N/S

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

N/S=Never/Seldom O=Occasionally F/C= Frequently/Continuously

Demand:

Balancing on even or uneven surfaces/ground: N/S

Bending (forward or backward bending at the waist): N/S

Climbing up or down stairs, ladders, scaffolding and platforms:

Crawling (moving about on hands and knees). Inspecting in confined spaces: N/S

Digging: N/S

Driving on sealed and unsealed roads: O

Grasping, gripping, holding, clasping with fingers or hands: O

Kneeling to work at low levels: O

Manual Dexterity (fine finger movements i.e., keyboard operating, writing): F/C

Lift/Carry/Move objects from one level/position to another:

Up to 10 pounds: O

Up to 50 pounds: O

More than 50 pounds: N/S

Over 100 pounds: N/S

Push/Pull objects away from or towards the body: N/S

Reaching overhead (arms raised above the shoulder) or forward reaching (arms extended): N/S

Sitting in a seated position during the task performance: F/C

Standing in an upright position without movement: O

Walking considerable distances in the facility on multiple surfaces: O

Running considerable distances in the facility on multiple surfaces: N/S

GENERAL REQUIREMENTS AND DISCLAIMERS

Complies with P.A. 390, as amended, known as the State's Emergency Management Act and the County's Emergency Management resolution as well as all related plans, policies and procedures covered by those statutes.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment amongst other possible accommodations.

The Technical, Professional and Officeworkers Association of Michigan (TPOAM) bargaining unit represents this position. Therefore, there may be contract language which could require consideration in the selection process.

GRANT OR EXTERNALLY FUNDED POSITION -This position will continue only if sufficient grant or external funds are provided.