at City of Prescott in Prescott, Arizona, United States
Job Description
Position Summary:
Administrative Coordinators are front line administrative or customer service support personnel. This position contributes to the day-to-day operation of the Community Development Department. This position performs moderately complex administrative assignments involving a wide variety of independently performed tasks.
Essential Duties:
- Creates work orders; closes and reviews work orders.
- Provides customer service to both staff and the public.
- Maintains databases and performs data entry into management software.
- Schedules conference rooms and coordinates meetings.
- Makes travel and training arrangements for employees.
- Collects data, analyzes, and produces reports.
- Composes, types, edits, and prepares various correspondence such as memos, letters, presentations, and other documents/reports.
- Provides analysis to staff and others as requested.
- Coordinates repair and maintenance of facilities.
- Generates purchase orders and purchase requisitions.
- Coordinates and researches departmental grants to support the ongoing needs and mission of the organization by the following: research available grant opportunities, facilitate the application process by preparing, writing, reviewing, and submitting application materials; and ensure compliance with applicable grants.
- Assists with processing and reconciling invoices.
- Reconciles P-Cards for assigned area.
- Monitors related contracts; obtains W-9s from vendors to send to Finance.
- Enters payables requests into accounts payable system.
- Researches and resolves disputes for invoices; enters and pays invoices through accounts payable system.
- Maintains complex sets of records, files, and other official documents.
- Creates forms and templates as requested.
- Orders and maintains office supplies; orders and maintains fuel cards.
- Answers phones and assists callers; collects, receives, and distributes mail.
- Keeps current on operational knowledge of a variety of office equipment.
- Train and supervise administrative staff, including evaluation of performance
- Performs other duties as assigned.
