Utilities Administrative Services Coordinator - Charlotte County, FL

JOB SUMMARY
Performs responsible administrative support work in the oversight of administrative operations of a County department. Work includes responsibility for organizing office operations and procedures, preparing payroll, preparing budget, handling expenditures, controlling records retention, reviewing and approving supply requisitions, and coordinating administrative/clerical support.

ESSENTIAL JOB FUNCTIONS

• Develops and implements office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments; ensures office efficiency by planning and implementing office systems, layouts, and equipment procurement. 
• Assists with the selection, promotion, training, safety, appraisal, and discipline of administrative support personnel. 
• Maintains department personnel files and training records, and processes payroll; retains and disposes of records in compliance with established records retention guidelines. 
• Processes general financial and budget documentation; reviews and processes invoices and purchase orders; enters budget data into County systems; assists with budget preparation; generates a variety of financial and budget reports; prepares and records bank deposits.
• Oversees operation and maintenance of department equipment and supplies; prepares purchase requisitions in accordance with established policies and procedures; maintains related files and contracts; monitors expenditures. 
• Coordinates facilities maintenance such as work orders, repairs, preventative maintenance, and annual inspections.
• Schedules classes, meetings, workshops, and other events for department staff; coordinates equipment and materials needs; and maintains related records.  
• Utilizes department computer programs and software; enters, updates, and verifies data; and generates reports. 
• Receives and dispatches calls; informs, advises, and follows-up on all customer requests/complaints. 
• Schedules travel for department staff; prepares travel itinerary and monitors through final reimbursement. 
• Coordinates and monitors work of outside vendors. 
• May perform notary services. 
• May oversees compliance of personnel issues.
• May compose internal and external correspondence, memos, and reports; prepares drafts for Director’s review/signature; prepares procedural memoranda to staff.
• May monitor and maintain petty cash funds.
• May write and maintain website content. 
• May be required to travel to County offices/work sites.
• Performs basic administrative duties including written reports, memorandums, letters, and electronic correspondence, interaction with vendors, and communication through telephone and meetings. 
• Provides exceptional customer assistance, problem-solving, and/or complaint resolution by all forms of communication.