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Administrative Support Coordinator - Field Operations Department

Expired Job

Glendale Fire Department Glendale , AZ 85301

Posted 4 months ago

Description Benefits Supplemental Questions

The Administrative Support Coordinator is an entry-level supervisor for front line administrative or customer service area support personnel. This position contributes to the day-to-day operation of the team. Performs moderately complex administrative assignments involving a wide variety of independently performed tasks.

Essential Functions:

  • Supervises a Field Operations administrative support team. Coordinates daily activities of subordinate staff.

  • Determines priorities, assigns work schedules and monitors the work of subordinate staff. Approves time in time and labor system.

  • Trains staff and prepares performance reviews.

  • Responds to situations requiring knowledge of city ordinances and policies.

  • Answers questions to a variety of inquiries in person and by telephone to provide information on policies and procedures, and resolve questions or problems relating to area of assignment.

  • Resolves difficult and sensitive citizen inquiries and complaints pertaining to violations, policies and procedures.

  • Coordinates completion of committee agendas, meeting minutes and other management related reports.

  • Schedules and coordinates Board and/or Commission meetings or hearings. May be assigned as Board and/or Commission Coordinator.

  • Prepares council agenda materials and other reports, including various attachments, may upload them into the Granicus system. Prepares meeting materials for department management.

  • Creates and maintains accurate complex records, databases, and integrated filing systems containing various subject matters in order to provide easy access to records information.

  • Supervises complex records management system(s) specifically related to assigned area.

  • Administers contracts, agreements and legal documents for the department.

  • Participates and assists in the administration of program functions and activities in the office to which assigned.

  • Prepares and reviews material for action and initiates final distribution of records, files, or information.

  • Schedules meetings, appointments, and conference room bookings; maintains electronic calendars for executive level management of area assignment.

  • Establishes, organizes, and maintains paper and computerized filing systems; orders and maintains office supplies.

  • Compiles and maintains a variety of financial records and/or documents.

  • Coordinates activities with other City departments, the general public and outside agencies; arranges meetings, conferences and civic functions; makes travel arrangements for staff.

  • Prepares Personnel Action forms as needed.

  • May be required to attend off-site meeting or events.

  • Performs other related duties as assigned.

Minimum Qualifications & Special

Three years of progressively responsible experience providing moderately complex administrative support and management assistance, preferably working in a similar role and department; and one year of lead or supervisory experience. Associate's Degree in Business Management or related field preferred.

Knowledge of:

Principles and practices of employee supervision, training, and evaluation (by assignment).

Microsoft Office products and other relevant technologies.

Record keeping practices and procedures

Customer service procedures and techniques

Standard office practices and procedures

Alphabetizing and filing systems

Ability to:

Plan, organize, and coordinate activities of staff

Respond to requests and inquiries tactfully and courteously

Keep and maintain complete and accurate records and filing systems for easy retrieval of information

Communicate effectively both orally and in writing

Accurately proofread numerical and text data

Operate a computer and related software and demonstrate proficiency to prepare work orders, documents, spreadsheets, databases, email and timesheets

Perform informational research involving the compilation of data

Explain policies, rules and regulations to employees

Establish and maintain effective working relationships

Any equivalent combination of training and experience that provides the required knowledge, skills and abilities is qualifying.

Physical Requirements:
Office environment

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Administrative Support Coordinator - Field Operations Department

Expired Job

Glendale Fire Department