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Administrative Coordinator
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Administrative Coordinator
Salary
$54,017.00 - $83,147.00 Annually
Location
Durham, NC
Job Type
Full time with benefits
Remote Employment
Flexible/Hybrid
Job Number
24-04886
Department
City Clerk
Opening Date
04/25/2024
Closing Date
5/9/2024 11:59 PM Eastern
Description
Benefits
Questions
Be sure to mark your calendar and attend the LOGO Career Expo on June 8th to find your new career with community impact! https://logocareerexpo.com/
Position Description
Work, Serve, Thrive. With the City of Durham
Advance in your career while making a real difference in the community you serve.
Starting Salary: $54,017
Hours: 8:30 am - 5:00 pm
Devoted to providing clerical and/or office support activities for City Council and City Clerk functions. Perform a broad range of paraprofessional work ranging from routine to specialized office/customer service support such as processing complex transactions; handling escalated customer service requests; coordinating and maintaining office processes and office information; and performing quality assurance on transactions and/or work product.
Responsible for providing administrative office coordination (such as processing budget, procurement, payroll, timekeeping, and human resources transactions); records management; routine or specialized administrative support to City Council Members; and logistical support for programs and/or projects. Incumbents may serve as an executive assistant to a department director.
Duties/Responsibilities
Coordinates and oversees administrative office functions such as maintaining supplies; processing fiscal, procurement, payroll, time-keeping, and/or human resources transactions; assisting with social media; assisting with budget preparation, reporting and/or monitoring of expenditures/revenues; maintaining service contracts and coordinating equipment repair; and coordinating work flow.
Provides quality assurance over administrative support functions including financial, procurement and human resources transactions; may serve as the department lead user and/or representative for a business system; may serve as a department liaison to other functions and/or serves on city committees.
Coordinates meeting requests, event calendaring, special event scheduling and/or logistical support for events or facility rental/scheduling; provides calendaring coordination and support for City Council Members, as assigned and is supervised by the City Clerk. Work includes arranging event catering and may also include program support such as handling facility rental requests; training staff; documenting and routing customer complaints.
Gathers and compiles data; calculates statistics; provides special project/program support related to materials/information-gathering and administration
Prepares and produces documents, reports and/or presentations from verbal information and/or written drafts; assists with the preparation of manuals, polices, procedures, confidential correspondence and pubic information materials including information for city council agenda items; provides general administrative support to 3 City Council Members.
Receives, processes and routes calls; provides information to callers; researches and resolves complaints and makes referrals as appropriate; handles call or email on behalf of City Council, ensuring appropriate and timely follow up.
Minimum Qualifications & Experience
Associate’s degree or equivalent in business or related field
Three years of advanced administrative support experience supporting managers at the executive level (Director and above)
Advanced proficiency with Microsoft Office Suite (writing skills will be assessed)
Professional, quality Customer Service experience
Proficient in meeting scheduling (virtual and in-person) and ability to arrange virtual meetings with Zoom software.
Experience with travel arrangements and expense accounting.
Highly organized and detail oriented with ability to anticipate Council Member needs and priorities.
Ability to remain flexible in a fast-paced environment, with willingness to take initiative and solve problems affecting City Council or City Clerk offices.
Additional Preferred Skills
Benefits – General Full-Time Employees
11-12 paid holidays per year
12 standard work days of vacation per year
12 standard work days of sick leave per year, which accumulates indefinitely; sick leave may be used toward early retirement
2 weeks paid military leave per year
Medical, dental, vision, and supplemental life insurance plans
State and City retirement plans
Short and long term disability plans
Paid temporary disability leave for specified conditions
City contribution of 10.15% into the N.C. State Retirement System
Paid funeral leave
Employee Assistance Program - personal and family counseling
Paid life insurance equal to annual salary
48 hours for volunteer work each year*
4 hours parental leave each year
Workman's Compensation Insurance
457 Deferred Compensation Plans
Benefits - Part-Time (1,000 hours or more per year)
401(k) retirement plan (5.0% of salary)
State retirement plan
Benefits Part-Time (Average 30 hours per week over 12 month period)
401(k) retirement plan (5.0% of salary)
State retirement plan effective first day of the month following date of hire
Health insurance effective first day of the month following date of hire
Dental and life insurance, after one year of service
Pro-rated vacation, pro-rated sick, pro-rated floating holiday, parttime holiday pay (based on scheduled hours for that day) after one year of service
01
Where did you first hear about this opportunity?
City of Durham Website
Walk in
Job fair
Employee referral
Professional organization Please list the organization in "other" box below
Internet posting Please list the specific web site in the "other" box below
Craig's List
GlassDoor
governmentjobs.com
Monster.com
Indeed.com
Employment Security Commission
Magazine/Newspaper
Other
02
If you listed "other" above please give specific web site, organization, or publication.
03
Please select your highest level of COMPLETED education.
Less than a High School Diploma or Equivalent (GED, HiSET, TASC)
High School Diploma or Equivalent (GED, HiSET, TASC)
Associates Degree
Bachelor's Degree
Master's Degree
PhD or Juris Doctorate
04
How would you rate your experience level with MS Office applications such as Outlook, Word, and PowerPoint?
No experience
Beginner level
Intermediate level
Advanced level
Expert level
05
How many years of related Customer Service experience do you have?
No related experience
Less than 1 year of related experience
1 year but less than 3 years related experience
3 years but less than 5 years related experience
5 or more years related experience
06
How many years of experience do you have providing administrative support for managers at the executive level (Director and above)?
No related experience
Less than 1 year of related experience
1 year but less than 3 years related experience
3 years but less than 7 years related experience
7 or more years related experience
07
How would you rate your experience level with managing heavy virtual and in-person meeting schedules?
No experience
Beginner level
Intermediate level
Advanced level
Expert level
08
Please briefly describe your experience managing heavy virtual and in-person meeting schedules: If no experience in this area, please put N/A
09
How would you rate your experience level with managing travel arrangements and travel related expense accounting?
No experience
Beginner level
Intermediate level
Advanced level
Expert level
10
Please briefly describe your experience managing travel arrangements and travel related expense accounting: If no experience in this area, please put N/A
11
How would you rate your experience level with arranging virtual meetings with Zoom software?
No experience
Beginner level
Intermediate level
Advanced level
Expert level
12
Are you proficient in the Spanish language (speak, read, and write)?
Yes
No
Required Question