Administrative Coordinator
City of Mary Esther City of Mary Esther Mary Esther, FL Mary Esther, FL Full-time Full-time $52,280 - $72,424 a year $52,280 - $72,424 a year 6 days ago 6 days ago 6 days ago GENERAL STATEMENT OF JOB:
Performs administrative duties related to communications and human resources.
Provides administrative support to the City Manager.
ESSENTIAL JOB FUNCTIONS:
Essential functions are fundamental job duties.
They do not include marginal tasks which are also performed but are incidental to the primary functions.
The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position, nor does every position allocated to the class necessarily perform every duty listed.
Greets public in person or by telephone; provides information about City programs, functions, and procedures; screens calls and transfers callers to other employees.
Develops materials for external communications; manages the City's social media and website content; publishes City's newsletter.
Coordinates the hiring and onboarding processes; assembles new employee files; conducts new employee orientation; ensures paperwork is completed correctly; notifies Finance Department of new employee information for payroll and benefits.
Coordinates the off-boarding process; ensures paperwork is completed correctly; archives employee files; notified Finance Department of terminated employee information for payroll and benefits.
Establishes and maintains employee personnel records; ensures integrity of the department's filing system; ensures proper records retention practices are followed.
Assists the City Manager and the Finance Director with the development of the annual Operating Budget and Community Investment Plan (CIP).
Reconciles invoices and prepares invoice payment forms; monitors departmental budget and assists with budget development; maintains inventory of office supplies and equipment; orders office supplies.
Serve as the primary point of contact for billing and coordinating information technology service requests, ensuring efficient liaison between staff and our third-party IT contractors Attends meetings as directed; takes notes and provides follow-up action correspondence.
Maintains the City Manager's calendar; schedules meetings and notifies participants of meetings.
Composes routine and transcribes dictated correspondence; prepares reports, executive summaries, and other documents upon request.
Performs research and other special projects as assigned.
Acts in a confidential capacity in administrative support tasks.
Interacts with the public in an effective and courteous manner.
Must demonstrate commitment to our mission, vision, values and goals and represent the City in a professional, dignified manner at all times both in actions and appearance.
May have a role in the City's disaster preparation and/or recovery efforts; may be required to work before, during and/or after an emergency.
Must be able to meet minimum attendance standards; may be required to work an irregular schedule, including evenings.
Performs related duties as required.
ESSENTIAL PHYSICAL, VISUAL, AND COMMUNICATION SKILLS:
The physical requirements are that of sedentary work and include exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
Sedentary work involves sitting most of the time.
Walking and standing are required occasionally.
Requires repetitive motion of the wrists, hands and/or fingers.
Requires fingering to include picking, pinching, typing or otherwise working primarily with fingers rather than with the whole hand as in handling.
Required to operate a motor vehicle to attend meetings and advertising/promotional activities.
Requires close visual acuity to perform an activity such as:
preparing and analyzing data and figures.
Transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes.
Requires the expression or exchange of ideas by means of the spoken word.
Those activities in which they must convey detailed or important spoken instructions to others accurately, loudly or quickly.
Requires perceiving the nature of sounds at normal speaking levels with or without correction.
Ability to receive detailed information through oral communication and to make the discriminations in sound.
ENVIRONMENTAL CONDITIONS:
The working environment involves everyday risks or discomforts that require normal safety precautions and is nearly absent of potentially disagreeable elements, such as irate customers, outdoor weather conditions, excessive noise, extreme temperatures, odors, dust, etc.
The employee is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of standard principles, practices and techniques of human resource administration; applicable federal, state and local laws, rules, regulations and/or statutes; principles, practices and methods of social media, public information, public relations and marketing; website design, management and/or content development; business English, spelling, arithmetic and office practices and procedures; database software; internet, spreadsheet, word processing and presentation software; bookkeeping methods.
Required to operate a personal computer and word processing, spreadsheet and/or database programs.
Requires proper English usage, spelling, grammar, punctuation, vocabulary and sentence structure; creative and business proofreading, editing, writing and research; verbal communication; public speaking.
Required to plan and organize schedules; follow complex oral and written instructions, short correspondence, and memos; write correspondence; compile, interpret and analyze data and information; interpret and apply applicable laws, rules and regulations; effectively present information in one-on-one and small group situations to customers and other employees of the organization; effectively represent the City and the department in answering questions, responding to inquiries, providing assistance, and dealing with concerns from the public, community organizations, other City staff and other agencies; establish and maintain effective working relationships with public officials, employees and public.
Requires strong analytical, organizational, and project management skills with excellent attention to detail.
MINIMUM & PREFERRED
Qualifications:
Associate's Degree in Business Administration, Public Administration, Human Resources, Communications or closely related field; supplemented by three (3) years of progressively responsible human resources, communications, public information, or administrative experience; or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
Experience with a state or local government is preferred.
Must be computer literate.
Experience with Microsoft Word and Excel is required.
Experience with social media and website platforms is preferred.
LICENSURE AND/OR CERTIFICATIONS:
Requires a valid driver license at the date of hire and maintain said license while employed in this position.
Position open until filled.
To apply, submit a cover letter and resume to Dillon Morris, City Clerk, at email protected Job Type:
Full-time Pay:
$52,280.
00 - $72,424.
00 per year
Benefits:
401(k) Dental insurance Health insurance Life insurance Paid time off Vision insurance Schedule:
8 hour shift Day shift Monday to Friday Ability to Relocate:
Mary Esther, FL 32569:
Relocate before starting work (Required) Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
Performs administrative duties related to communications and human resources.
Provides administrative support to the City Manager.
ESSENTIAL JOB FUNCTIONS:
Essential functions are fundamental job duties.
They do not include marginal tasks which are also performed but are incidental to the primary functions.
The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position, nor does every position allocated to the class necessarily perform every duty listed.
Greets public in person or by telephone; provides information about City programs, functions, and procedures; screens calls and transfers callers to other employees.
Develops materials for external communications; manages the City's social media and website content; publishes City's newsletter.
Coordinates the hiring and onboarding processes; assembles new employee files; conducts new employee orientation; ensures paperwork is completed correctly; notifies Finance Department of new employee information for payroll and benefits.
Coordinates the off-boarding process; ensures paperwork is completed correctly; archives employee files; notified Finance Department of terminated employee information for payroll and benefits.
Establishes and maintains employee personnel records; ensures integrity of the department's filing system; ensures proper records retention practices are followed.
Assists the City Manager and the Finance Director with the development of the annual Operating Budget and Community Investment Plan (CIP).
Reconciles invoices and prepares invoice payment forms; monitors departmental budget and assists with budget development; maintains inventory of office supplies and equipment; orders office supplies.
Serve as the primary point of contact for billing and coordinating information technology service requests, ensuring efficient liaison between staff and our third-party IT contractors Attends meetings as directed; takes notes and provides follow-up action correspondence.
Maintains the City Manager's calendar; schedules meetings and notifies participants of meetings.
Composes routine and transcribes dictated correspondence; prepares reports, executive summaries, and other documents upon request.
Performs research and other special projects as assigned.
Acts in a confidential capacity in administrative support tasks.
Interacts with the public in an effective and courteous manner.
Must demonstrate commitment to our mission, vision, values and goals and represent the City in a professional, dignified manner at all times both in actions and appearance.
May have a role in the City's disaster preparation and/or recovery efforts; may be required to work before, during and/or after an emergency.
Must be able to meet minimum attendance standards; may be required to work an irregular schedule, including evenings.
Performs related duties as required.
ESSENTIAL PHYSICAL, VISUAL, AND COMMUNICATION SKILLS:
The physical requirements are that of sedentary work and include exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
Sedentary work involves sitting most of the time.
Walking and standing are required occasionally.
Requires repetitive motion of the wrists, hands and/or fingers.
Requires fingering to include picking, pinching, typing or otherwise working primarily with fingers rather than with the whole hand as in handling.
Required to operate a motor vehicle to attend meetings and advertising/promotional activities.
Requires close visual acuity to perform an activity such as:
preparing and analyzing data and figures.
Transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes.
Requires the expression or exchange of ideas by means of the spoken word.
Those activities in which they must convey detailed or important spoken instructions to others accurately, loudly or quickly.
Requires perceiving the nature of sounds at normal speaking levels with or without correction.
Ability to receive detailed information through oral communication and to make the discriminations in sound.
ENVIRONMENTAL CONDITIONS:
The working environment involves everyday risks or discomforts that require normal safety precautions and is nearly absent of potentially disagreeable elements, such as irate customers, outdoor weather conditions, excessive noise, extreme temperatures, odors, dust, etc.
The employee is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of standard principles, practices and techniques of human resource administration; applicable federal, state and local laws, rules, regulations and/or statutes; principles, practices and methods of social media, public information, public relations and marketing; website design, management and/or content development; business English, spelling, arithmetic and office practices and procedures; database software; internet, spreadsheet, word processing and presentation software; bookkeeping methods.
Required to operate a personal computer and word processing, spreadsheet and/or database programs.
Requires proper English usage, spelling, grammar, punctuation, vocabulary and sentence structure; creative and business proofreading, editing, writing and research; verbal communication; public speaking.
Required to plan and organize schedules; follow complex oral and written instructions, short correspondence, and memos; write correspondence; compile, interpret and analyze data and information; interpret and apply applicable laws, rules and regulations; effectively present information in one-on-one and small group situations to customers and other employees of the organization; effectively represent the City and the department in answering questions, responding to inquiries, providing assistance, and dealing with concerns from the public, community organizations, other City staff and other agencies; establish and maintain effective working relationships with public officials, employees and public.
Requires strong analytical, organizational, and project management skills with excellent attention to detail.
MINIMUM & PREFERRED
Qualifications:
Associate's Degree in Business Administration, Public Administration, Human Resources, Communications or closely related field; supplemented by three (3) years of progressively responsible human resources, communications, public information, or administrative experience; or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
Experience with a state or local government is preferred.
Must be computer literate.
Experience with Microsoft Word and Excel is required.
Experience with social media and website platforms is preferred.
LICENSURE AND/OR CERTIFICATIONS:
Requires a valid driver license at the date of hire and maintain said license while employed in this position.
Position open until filled.
To apply, submit a cover letter and resume to Dillon Morris, City Clerk, at email protected Job Type:
Full-time Pay:
$52,280.
00 - $72,424.
00 per year
Benefits:
401(k) Dental insurance Health insurance Life insurance Paid time off Vision insurance Schedule:
8 hour shift Day shift Monday to Friday Ability to Relocate:
Mary Esther, FL 32569:
Relocate before starting work (Required) Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
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