Administrative Coordinator Job at Hall County in Gainesville

JOB SUMMARY:

Develops, plans, organizes, implements and administers a wide variety of responsible, confidential, and administrative tasks to keep the department running efficiently and effectively. Duties include but are not limited to calendaring, scheduling meetings, ordering supplies, directing incoming and outgoing calls, emails, and letters, as well as facilitating work orders for maintenance repairs. Receives and responds to public inquiries or refers them to other court staff as appropriate.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Prepare annual jury calendars for Superior and State courts with assistance from each judge’s office and prepare corresponding orders. Ensure all parties are notified upon completion.

Handle scheduling of all rooms within the courthouse and maintain/monitor the AOC calendar to ensure it is up-to-date at all times.

Receive supply order requests from judicial offices as well as departments. Place orders and coordinate deliveries to offices/departments upon receipt of items.

Maintains supply inventory for all Superior Court and State Court departments and staff. Assist in ordering supplies to maintain needed items for Jurors and other specific office related items requested. Maintains inventory levels needed for office supplies, toners, printing, and other items. Responsible for communicating needs as they arise to appropriate Court Administration staff.

Receive and record Rule 22 requests as well as assist media outlets with such requests.

Performs various administrative support work for special projects such as researching and analyzing information and coordinating tasks; maintains departmental records, indexes and logs for office staff.

Serves as liaison between the Court Administrator, Division Directors, Directors, other governmental and community agencies, contractors, and the general public.

Facilitate all maintenance needs for buildings under Court Administration’s purview.

Coordinates and schedules meetings at the request of Court Administration staff. Responsible for meeting correspondence up to and including; sending meeting invitations, replying to conflicting schedules, reserving meeting space, preparing meeting space, making copies of any requested documents for meetings, scheduling breakfast or lunch with attendees, ordering and picking up meals, clean up after meetings, and any other tasks as designated by Court Administration.

Assumes special projects to relieve office staff of administrative detail; monitors projects to completion to assure accuracy.

Answers all incoming calls and gives specific and general information in response to public inquiries; handles requests for service, complaints and other public contact work.

Accepts all guests in the Court Administration office and alerts office staff of visitors.

Accepts all incoming deliveries and moves them to the appropriate area, stocking all items, ensuring accuracy of orders, and maintaining needed supply levels.

Makes copies, drafts correspondence, prepares letters, laminates, and emails staff as requested.

Picks up and delivers mail to Court Administration staff, sort mail as necessary. Send all outgoing mail according to delivery method; interoffice, USPS, FedEx, UPS, etc. Reads and routes incoming mail and composes replies to correspondence in accordance with established procedures.

Stocks common areas with all necessary supplies. Maintains stock in breakroom area, copier area, and other areas as necessary.

Coordinate furniture needs with all offices. This includes assisting departments with finding furniture, new deliveries, removal of old furniture, recycling, and repairs;

Regular and predictable attendance is required.

Performs other related work as required.

MATERIALS AND EQUIPMENT USED:

Personal Computer Typewriter

Calculator Postage Machine

Copy Machine Laminator

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

Associates Degree in Business Administration, Public Administration, Finance, Criminal Justice, or a related field, supplemented by two years administrative experience in Court Administration, or,

Five (5) years of experience in the field or any equivalent combination of education, training and experience which provide the requisite knowledge, skill and abilities for this job;

Four years secretarial experience with strong customer service and communication skills.

Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.

Licenses and Certifications:

None.

Knowledge, Skills, and Abilities:

Comprehensive knowledge of the operations, functions and scope of authority of county/city departments, offices and officials.

Comprehensive knowledge of office terminology, procedures and equipment and of business arithmetic and English.

Knowledge of departmental services, programs, operating rules, regulations and procedures.

Skill in maintaining complex clerical records and in preparing reports from such sources.

Skill in operating complex office equipment.

Skill in preparing correspondence on routine matters and to perform routine office management tasks independently.

Ability to type 50-55 w.p.m.

Ability to deal tactfully and courteously with the public and other employees.

Ability to handle and dispose of complaints, requests for information and delegated administrative details.

Ability to problem solve and troubleshoot issues when they arise.

ADA Minimum Qualifications:

Physical Ability: Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing); operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.

Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.

Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours.

Sensory Requirements: Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.

Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone.

This class specification should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification.