Office Coordinator

Overall Job Objective

Description

The Office Coordinator is responsible for providing exceptional customer service and maintaining operational efficiencies with the Administrative Services Division of Community Resources.

To learn more about the Community Resources Department at Arapahoe County Government, click here.

To learn more about our Mission, Vision, and Values at Arapahoe County Government, click here.

Duties

The following duty statements are illustrative of the essential functions of the job and do not include other non essential or marginal duties that may be required. The County reserves the right to modify or change the duties or essential functions of the job at any time.

DUTIES:

• Customer Service:
  • Serves as first point of contact for all walk in or phone inquiries; providing answers to common questions, directions, hours of operations and refers to appropriate personnel or department/office
• Administrative:
  • Performs misc. and ad hoc accounting transactions in conjunction with the accounting technicians
  • Serves as the timekeeping administrator for Community Resources
  • Responsible for all department Personnel Action Forms (PAF) origination, processing and tracking
  • Responsible for entering department hires into NEOGOV and facilitating department/ division employee on-boarding process
  • Responsible for input, tracking and execution of contracts through Contract Insight system
  • Processes the departments Bring Your Own Device policy requests
  • Responsible for tracking and maintaining Departments FEMA Incident Command online course completions and applicable reporting
  • Heads up the divisions annual retention initiative and maintains retention logs
  • Performs a variety of administrative functions, including but not limited to; mail distribution, notary services, office supply tracking and ordering, creating agendas/meetings and managing calendars for the Admin Division, organizing events, filing/record keeping, submitting print shop and FIX ticket requests, manage travel arrangements and reimbursements, typing up memos and correspondences
• Business Process Improvements/Project Management:
  • Responsible for identifying improvement opportunities within division processes in order to maximize efficiencies and productivity
  • Develops and documents policies and processes that support initiatives and presents to management
  • Implements and trains staff on new processes/policies
  • Serves as key contact for projects relating to Admin Services, collaborates within cross functional project teams, and leads the implementation, roll out, and communication within Division
• Division Representative:
  • Liaison for the Scientific and Cultural Facilities District Cultural Council (SCFD), to include accepting grant applications, contacting council members, ordering name badges, coordination of annual check ceremony, and taking of Council meeting minutes
  • Serves as the department coordinator for COOP Plan
  • Serves as the point of contact for Arapahoe Learns training within the division

SKILLS AND ABILITIES:

• Intermediate Microsoft Word and Power Point skills, including the ability to create graphical presentations that display data in a clean, concise and easily understood manner
• Intermediate Microsoft Excel skills, to include the ability to create formulas, pivot tables and graphs
• Intermediate Microsoft Outlook skills, to include strong skills in calendar management and setting up meeting requests
• Proven ability to lead and influence project teams
• Ability to identify process improvements or gaps in efficiencies, analyze possible courses of action, and make practical recommendations based on findings
• Ability to establish and maintain effective working relationships with superiors, co-workers and the general public

BEHAVIORAL COMPETENCIES:

• Accountability
• Accessibility
• Inclusivity
• Integrity

Requirements

EDUCATION:

• High School Diploma or GED equivalent required
• Bachelor's Degree or college level coursework preferred

EXPERIENCE:

• Five or more years of administrative experience required
• Two or more years of accounting/bookkeeping experience required
• Government experience preferred

Any equivalent combination of education and work experience that satisfy the requirements of the job may be considered.

PRE-EMPLOYMENT ADDITIONAL REQUIREMENTS:

• Must successfully pass pre-employment testing which includes an acceptable motor vehicle record (MVR) check and background check.

Supplemental Information

WORK ENVIRONMENT:

• Work is generally confined to a standard office environment

PHYSICAL DEMANDS:
The following are some of the physical demands commonly associated with this position.

• No unusual physical demands are associated with this position.
• Spends 80% of the time sitting and 20% of the time either standing or walking.
• Occasionally lifts, carries, pulls or pushes up to 20 lbs.
• Uses cart, dolly, or other equipment to carry in excess of 25 lbs.
• Occasionally climbs, stoops, kneels, balances, reaches, crawls and crouches while performing office or work duties.
• Verbal and auditory capacity enabling interpersonal communication through automated devices, such as telephones, radios, and similar; and in public meetings and personal interactions.
• Constant use of eye, hand and finger coordination enabling the use of automated office machinery or equipment.
• Visual capacity enabling constant use of computer or other work-related equipment.

Definitions:
Occasionally: Activity exists less than 1/3 of the time.
Frequently: Activity exists between 1/3 and 2/3 of the time.
Constantly: Activity exists more than 2/3 of the time.

Toll Free Applicant Technical Support: If you experience technical difficulty with the NEOGOV system (i.e. uploading or attaching documents to your online application), call NEOGOV technical support at 855-524-5627. Helpful hints: if you are having difficulty uploading or attaching documents to your application, first, ensure your documents are PDF or Microsoft Word files, and second, close the document before you attempt uploading (attaching) it.