Administrative Coordinator - Community and Economic Development

Overall Job Objective

What Success Looks Like In This Job

Perform a wide variety of responsible and complex administrative, financial, and clerical duties for the Community and Economic Development department; and to provide customer service support in the form of information and assistance to the employees of the county or the public concerning the department's services and programs.

Examples of Duties for Success

• Perform administrative duties and customer service functions within the department.
• Compose and review a variety of reports, letters, memoranda, documents, and spreadsheets for leadership team and staff within the department. Compose correspondence relating to assigned responsibilities, such as job description updates, personnel data action forms, memos, and other correspondence of an administrative nature; supervise the collation and distribution of materials as needed.
• Operate a variety of office equipment including a computer; input and retrieve data and text; organize and maintain storage and filing.
• Maintain calendars of department Director, department activities, meetings, and various events; arrange meetings, conferences, and civic functions; arrange location, food service, and invitations; coordinate activities with other County departments, the public, and outside agencies.
• Screen office and telephone callers; respond to complaints and requests directly or by routing those calls to the appropriate person.
• Respond to citizen complaints and requests for information regarding regulations, policies and procedures, and systems relating to assigned areas of responsibility.
• Process CORA (Colorado Open Records Act) requests in a timely, organized, and professional manner, seeking assistance from the County Attorney if required.
• Receive and route mail.
• Order and maintain operating supplies for the department, including pantry supplies, furniture, and miscellaneous office equipment.
• Process and manage purchase orders and requisitions in a timely and accurate fashion, in coordination with various divisions in CED, as well as other County departments including: Finance and Budget.
• Process payments and enter revenues into the County's financial management system and deposit the revenues into the appropriate accounts; handle large cash sums and collateral payments such as letters of credit and bonds for land use cases.
• Assist in reconciling cash drawers and processing change order requests for One-Stop front counter staff.
• Review and reconcile revenue/payment reports on a daily basis, following up on and resolving returned payment issues promptly.
• Review and process refund and permit cancelation requests for various permits issued by the Community and Economic Development Department.
• Assist the Director and Deputy Director with reviewing and monitoring the department budget on a monthly basis.
• Assist in compiling annual budget requests, reconciling expenditure requests for designated accounts, making recommendations, and monitoring approved budget accounts.
• Assist the Director, Deputy Director, and leadership team with recruiting for vacancies within the Community and Economic Development department; assist in reviewing applications, coordinating interviews, and completing on-boarding procedures associated with new employees.
• Assist in a variety of department operations; perform special projects and assignments as requested.
• Perform other related duties and responsibilities as required.

Qualifications for Success

• Proper English usage, spelling, grammar and punctuation.
• Business letter writing and basic report preparation.
• Modern office procedures and practices, including proper telephone etiquette.
• Modern office equipment including computer equipment.
• Computer software applications, including but not limited to Microsoft Office Suite, Outlook, and internet usage.
• Experience with JD Edwards preferred.
• Ability to type 65 wpm with accuracy.
• Record keeping and filing techniques.
• Learn the functions, structure, and organizational policies of the County and the office to which assigned.
• Understand the organization and operation of the County and of outside agencies as necessary to assume assigned responsibilities.
• Interpret and apply administrative and departmental policies, procedures, laws, and regulations.
• Respond to questions from the public and County personnel regarding policies and procedures in assigned areas.
• Work cooperatively with other departments, County officials and outside agencies.
• Perform responsible and difficult secretarial work involving the use of independent judgment and personal initiative.
• Analyze situations carefully and adopt effective courses of action.
• Compile and maintain complex and extensive records and prepare routine reports.
• Work independently in the absence of supervision.
• Research, analyze, and summarize data.
• Communicate clearly and concisely, both orally and in writing.
• Ability to maintain confidentiality when dealing with sensitive issues.
• Build trust and maintain trust with supervisor, managers, and other colleagues throughout the department and the County.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

More Qualifications for Success

• Experience: Three (3) years of responsible office support experience.
• Education and Training:
  • High School Diploma or GED Equivalent, supplemented by secretarial, bookkeeping, accounting, or clerical course work.
  • College level course work in business administration, computer science, or a related field is desirable.
• License or Certificate: None.
• Background Check: Must pass a criminal background check.