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HomeMy WebLinkAboutOffice Coordinator JEFFERSON COUNTY Job Description Job Title: Office Coordinator Department: Community Development Reports To: Building Permit and Administrative Services Manager FLSA Exempt(Y/N): No Union: UFCW BBP: No Salary Level: Grade 28 Location: Castle Hill • Approved By: Human Resources Manager ��-•'� � �'-� '�-z✓�- Approved Date: July 2020 SUMMARY: Performs a variety of complex duties associated with office administration, support,and senior level permitting functions by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Handles a variety of confidential documents and correspondence while performing secretarial and administrative work for the Director and staff of the Department. Plans and coordinates administrative functions.Prepares department payroll for approval submittal. Performs billing function by reviewing,preparing and inputting all office bills,vouchers, purchase orders, etc. including payment mail out. Prepares and maintains department financial data through accurate accounting and distribution of income and expenses to appropriate funds, line items and grants. Prepares financial analysis and variety of reports as required. Works with Director to prepare,monitor and maintain departmental budget. Continuously analyze the various financial line items and summaries to keep Director informed on the financial condition of the department. Assists Director in developing and implementing annual and long-range departmental programs and procedures to accomplish department goals and policies. Monitors the overall work load and advises Director of problem areas on an on-going basis,trains other employees, answers questions,provides guidance and fills in when and where needed. Accepts and completes special projects as assigned by Director. Assists Director in creating and maintaining files for a number of administrative processes, including but not limited to personnel, permits and other operational functions. Maintains flow of administrative paperwork to and from the Department. Ensures timeline requirements of the departmental benchmark for internal and external correspondence are met. Maintains tickler file to ensure Director and staff are cognizant of administrative correspondence time frames. Locates and attaches appropriate files to correspondence to be answered. Files and indexes routine correspondence,reports, and other material according to a prescribed breakdown. Jefferson County Job Description: Office Coordinator Page 2 of 5 Maintains calendar for Director. Handles travel,workshop and training arrangements for Director and department staff as needed.Arranges and coordinates meetings and necessary equipment for meetings. Compiles information, researches and distributes information from administrative records and transactions. Performs file searches as necessary. Researches,composes and/or prepares correspondence,reports, documents,notifications and memos from standard layouts and formats,using judgment and inserting own contents as authorized and required. Acts as liaison for Director and staff by interviewing customers to ascertain individual need,and may provide specific information when requested,but routes to appropriate individual for resolution when warranted. Subjects may be technical in nature. Ensures completion of all necessary employment paperwork for all new staff.Assists and orients new employees on procedures,policies, system and personal matters. Works with Director as directed to assist in improvement of operating concepts,work processes and other key administrative and customer systems. Works with other staff members to ensure reception,telephone and customer service processes are delivered within established benchmark. Monitors supply usage and ensures supplies are ordered as needed.Tracks and handles service on all office equipment. Provides assistance to permit technicians;audits work of permit technicians; audits files to insure permit technicians have required understanding of filing and tracking processes. Limited legal understanding in permitting process. Provides assistance to planning staff, including preparing correspondence,reports, mailings,postings, public notices,filings,meeting arrangements, including administrative support for the Planning Commission. Compiles, stores, organizes and prepares public records and releases such information in response to requests for public information. Maintains department libra ry. ary. SUPERVISORY RESPONSIBILITIES: This position has no supervisory responsibilities,however, it does function in a lead position within the department.The lead assigns,monitors,and reviews the work of other employees in administrative or permit technician positions. Assist the Director with interviewing, training,planning, assigning,and directing the work of other department positions. Persons in this position are expected to plan their own work within a structured environment and may edit the work of co-workers. COMPETENCY: To perform the job successfully,an individual should demonstrate competency in the following: Customer Service-Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service;Responds to requests for service and assistance; Meets commitments. Oral Communication- Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification;Responds well to questions; Demonstrates group presentation skills;Participates in meetings. Jefferson County Job Description: Office Coordinator Page 3 of 5 Written Communication-Writes clearly and informatively; edits work for spelling and grammar;Varies writing style to meet needs; Presents numerical data effectively;Able to read and interpret written information. Teamwork-Exhibits objectivity and openness to others' views; Gives and welcomes feedback. Cost Consciousness-Works within approved budget;Develops and implements cost saving measures; Conserves organizational resources. Diversity-Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Promotes a harassment-free environment. Ethics-Treats people with respect;Keeps commitments; Inspires the trust of others; Works with integrity and ethically;Upholds organizational values. Organizational Support-Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values. Judgment-Displays willingness to make decisions; Supports and explains reasoning for decisions;Includes appropriate people in decision-making process;Makes timely decisions. Planning/Organizing—Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Organizes or schedules other people and their tasks. Professionalism—Approaches others in a tactful manner;Reacts well under pressure;Treats others with respect and consideration regardless of their status or position;Accepts responsibility for own actions; Follows through on commitments. Quality-Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality. Quantity-Meets productivity standards; Completes work in timely manner; Works quickly. Safety and Security-Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability-Adapts to changes in the work environment;Manages competing demands; Changes approach or method to best fit the situation;Able to deal with frequent change, delays, or unexpected events. • Attendance/Punctuality-Is consistently at work and on time;Ensures work responsibilities are covered when absent;Arrives at meetings and appointments on time. Dependability-Follows instructions and responds to management direction; Takes responsibility for own actions;Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan. MINIMUM QUALIFICATIONS: 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, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Jefferson County Job Description: Office Coordinator Page 4 of 5 EDUCATION and/or EXPERIENCE Associates degree(A.A.)or equivalent from two-year college or technical school; and three (3)years experience in progressively responsible clerical positions, including two(2)years experience as an Administrative Assistant in area of specialty and two(2)years experience as a Permit Technician or equivalent combination of education and experience. LANGUAGE SKILLS Ability to read and interpret documents such as safety rules,operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups and customers or employees of organization. MATHEMATICAL SKILLS Ability to calculate figures and amounts such as discounts,interest,commissions,proportions, percentages,area, circumference,and volume. Ability to apply concepts of basic algebra and geometry. REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral,or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. COMPUTER SKILLS To perform this job successfully an individual should have knowledge of GEMS Accounting software; Permit Plan,MS Access Database software;MS Explorer Internet software; MS Excel Spreadsheet software and MS Word Word Processing software. CERTIFICATES,LICENSES,REGISTRATIONS: Valid Washington State Driver's License Within one(1)year of hire must be enrolled in the training program for or have obtained and maintain the permit technician certification through ICBO. OTHER KNOWLEDGE,SKILLS AND ABILITIES: General knowledge of planning, building and administrative concepts required. Ability to be self motivated to complete required deadlines while simultaneously completing other tasks. Ability to be proficient in handling multiple,unexpected interruptions on an ongoing basis which pertain to the ability to manage time for necessary tasks. Knowledge of time management and organizational skills and ability to function under conditions of frequent interruptions,high stress and crowded surroundings. Ability to draft responses to letters of inquiry,customer complaints, and other externally generated requests. Knowledge of business, secretarial and clerical procedures,formats,vocabulary,voucher procedures and technicalities associated with the department to perform specialized duties such as basic accounting, reception,cashier and file/records clerk. Jefferson County Job Description: Office Coordinator Page 5 of 5 Ability to use standard office machines such as photocopier,facsimile machine,and calculator.Knowledge of computers,associated programs and peripherals and fax equipment. Proficient typing/keyboard skills. Ability to establish and maintain effective working relationships with officials, staff, and the general public. Ability to work on a team and do creative problem solving with others. Ability to grasp new techniques and deal with rapid changes in events. Willingness to effectively utilize continuing education opportunities and stay abreast of new developments,techniques, computer programs, equipment,etc.,used in the performance of the position. Knowledge of departmental procedures and County procedures and policies.Ability to learn and understand standard policies and procedures of a variety of departments. Professional attitude, diplomacy,patience,tact,understanding and pleasant manner when dealing with the public, developers, management, planners, staff,and representatives of other agencies.Ability to remain calm and productive in stressful situations, mediation and negotiation skills are helpful. Ability to acquire basic knowledge to read legal documentation,plat maps, survey records, and other technical maps. Ability to maintain confidentiality of sensitive information. Ability to maintain a high standard for quality in all work. Ability to discuss applicable regulations with customer in respect to applications,assessment of special permit conditions, calculation of fee applicability and assessment of setback requirements to applications. Ability to evaluate sewage disposal and potable water requirements for applications. 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job,the employee is regularly required to use hands to finger,handle,or feel and talk or hear. The employee is frequently required to stand; walk and sit. The employee is occasionally required to reach with hands and arms; climb or balance and stoop,kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision,distance vision, color vision,peripheral vision,depth perception and ability to adjust focus. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job,the employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually moderate. CAREER LADDER: This position is not part of a career ladder.