Office Coordinator - City of Chesapeake (VA) : Job Details

Under general supervision, this Office Coordinator position performs a broad variety of administrative support duties for the Service's Program Managers and the Child Protective Services, Foster Care, Adoptions, Adult Protective Services and Adult Services units. This cross-program position requires knowledge of program policy, procedures and specialized functions for the diverse units and their programmatic mandates and timelines. In addition this person must be able to effectively use the Microsoft Office suite of programs including, Word, Excel and Outlook in addition to program specific databases including Oasis, Peer Place and Harmony. The Office Coordinator provides monitoring and completion of documentation in reference to a number of financial responsibilities that relate specifically to services provided to and on behalf of clients. In addition, this person provides critical FOIA support.

ESSENTIAL TASKS

* Supervises or leads subordinate clerical personnel, including training, scheduling, assigning and evaluating work; processes personnel actions and benefits.

* Performs specialized office procedures such as taking and transcribing dictation or meeting minutes/notes, creating forms and tables, or typing documents, correspondence, contracts, bids, charts, or technical and statistical reports.

* Interacts with other departments, clients/customers, and the public by telephone or in person; provides information, resolves complaints, directs individuals to appropriate personnel, or takes and relays messages.

* Maintains personnel information and prepares payroll; assists in completion of audits and technical assistance projects.

* Maintains departmental budget; assists with preparation of budget and administration of expenditures.

* Compiles data and prepares routine and specialized reports; maintains records and files for area of responsibility; performs grant tracking.

* Maintains supply inventory and processes requisitions and purchase orders; researches and processes accounts payable and/or accounts receivable; interacts with vendors and contractors.

* Coordinates/maintains sites, databases, programs, or operations of responsibility; prepares and distributes informational literature; maintains/troubleshoots department computers.

* Makes appointments and sets up/coordinates meetings; processes incoming and outgoing mail; assists with daily operations as directed.

* Performs routine office tasks such as data entry, filing, faxing, and photocopying.

* Assists with special projects as directed by supervisor.

Required Qualifications

VOCATIONAL/EDUCATIONAL REQUIREMENT: Requires an associate's degree or any equivalent combination of education and experience in word processing, secretarial skills, or a closely related field.

EXPERIENCE REQUIREMENT: In addition to satisfying the vocational/education standards, this class requires a minimum of two years of full-time equivalent experience in administrative support.

SPECIAL REQUIREMENTS: Employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.

Preferred Qualifications

* Three years of experience in a public social services agency or related with extensive administrative clerical skills.

* Experience using Microsoft Office Suite of programs including - Word, Excel and Outlook and program specific databases including Oasis, Peer Place and Harmony

* Excellent organizational, time management, interpersonal skills and communication skills.