Administrative Coordinator

Under general supervision, the Administrative Coordinator executes clerical, technical, and administrative, fiscal, project and technical support functions. This position requires the application of technical and administrative knowledge, emphasizing strong initiative, discretion, independent judgment, learning, and decision-making skills.

• Provides administrative support to the department director, division directors, division managers, project managers, and other office staff.
• Reviews and responds to incoming correspondence, initiates replies, and follows up on actions to ensure completion.
• Manages technical and clerical tasks, including the maintenance of databases/spreadsheets; produces written correspondence; provides administrative support for scheduling appointments, meetings (including WebEx), and facility requests.
• Acts as the secondary departmental contact for public inquiries, processing, and routing constituent requests promptly, relieving director and staff from routine questions and service inquiries
• Manages office tasks, such as reviewing agreements, travel approvals, City Commission agenda items, pool vehicle maintenance, and training and certification assistance.
• Enters work orders into the Munis system and communicates essential information to staff.
• Oversees the recruitment process for department vacancies, from requisition to onboarding.
• Handles confidential matters with discretion and independent judgment, working closely with Human Resources on personnel issues like performance appraisals, status forms, training, and disciplinary actions, exhibiting loyalty to the Department and City.
• Monitors compliance with and updates to department SOPs (Standard Operating Procedure); creates internal checklists, organizational charts, and directories, and coordinates updates as needed.
• Acts as the liaison between the department and the City's Communications team for coordinating submissions related to City magazine content, and brochures in a timely manner.
• Supports the department's fiscal year-end closeout process, following up with staff and vendors, managing requisitions, and purchasing orders.
• Assists with the Altamonte Springs Science Incubator (AS2I) program modules for STEM (science, technology, engineering, and mathematics) education.
• Assist in coordinating and develop public involvement notices, presentations, and overall communication materials for the public as they relate to Departmental projects and tasks.
• Assist in capital project monitoring and the production of quarterly report and other reports. Be familiar with the Department budget and approve invoices and purchase orders related to capital projects. Be able to use Geographic Information Systems (GIS) web applications.
• Aids in planning and executing community meetings related to department projects.
• Offers secondary assistance in digitizing department documents, ensuring accuracy and completeness within the City's document management system, Laserfiche.
• Collaborates with other departmental teams on special projects, offering administrative assistance and contributing to the successful completion of initiatives.
• In the event of an emergency, all employees are considered essential and may be required to perform duties outside of their normal job description.
• Completes required training specified in the City's Comprehensive Emergency Management Plan.
• May be required to stay at work overnight for extended periods (3 days or longer) to act in a supporting role during storm and hurricane Emergency Operations Center (EOC) operations.
• Drives to various City work locations; performs additional duties as assigned, crossing functional areas when necessary.

MINIMUM QUALIFICATIONS:

• Associate's Degree in Communication, Management, Public Administration, or related field; or two (2) years of experience in a professional or local government transportation or planning office.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience coordinating payroll and personnel procedures.
• Customer service experience in telephone, email, and personal interactions.
• Ability to handle matters with discretion and confidentiality.
• Outstanding organizational, time management, critical thinking, and multitasking skills.
• Experience in maintaining effective relationships with department staff, City employees, and the public.
• Valid driver's license Must obtain State of Florida driver's license within thirty (30) days of employment.

• Prior experience in senior management administrative support.
• Familiarity with digital document and financial management systems, preferably Laserfiche and Tyler Technologies (Munis/EAM).
• Proficiency in updating and retrieving data with speed and accuracy in databases.
• Experience with engineering and planning-related legal agreements.
• Exhibit problem-solving skills leading to sound judgment and quality decisions.

Applicants will be required to complete a Disclosure & Authorization Regarding Background Investigation, a Confidentiality Agreement, and a criminal background screening.

Driving history for the past three (3) years must reflect no violations of a driving-related felony offense, or driving under the influence (DUI), which includes both drugs and alcohol, reckless driving, or hit and run involving an occupied vehicle or attended property, or an accumulation of traffic violations, plus three (3) points for each attendance at driving school (regardless of whether points were assessed against the license) where the penalty points do not exceed twelve (12).

Successful candidate will also be required to complete required training as outlined in the City's Comprehensive Emergency Management Plan, to include but not be limited to the following NIMS courses within six (6) months of employment:

• IS-100: Introduction to the Incident Command System
• IS-700: An Introduction to National Incident Management System (NIMS)
• IS-2200: Basic EOC Functions

• WebEOC / WebGIS Training