Administrative Coordinator

Job Description:

Administrative Coordinator

Description

Summary

A typing certificate is required.
Failure to attach a valid typing certificate, issued within the last 6 months, certifying your ability to type 45 net wpm in a five (5) minute test, to this application will result in automatic disqualification. Online verifiable typing certificates will be accepted from one of the following websites: Ratatype.com; Typing.com; or Freetypinggame.net. Please note that we reserve the right to ask for an additional test to be completed in person, as part of the testing process.

If you want to join a hardworking team that shares a commitment to provide top-quality municipal services in a prime North County location , consider a career with the City of Escondido. We have an opening for the position of Administrative Coordinator in our Public Works Department/Streets Division. For a complete listing of job duties and qualifications, please refer to the corresponding job description, which can be obtained from the Human Resources Department or downloaded from the City's website.

Under general direction, serves in the capacity of a confidential Administrative Coordinator for a large, multi-functional department; provides on-going supervision to administrative support staff; performs a wide variety of responsible, confidential, and complex administrative, technical, programmatic, and secretarial duties to relieve assigned executive staff of technical, as well as general administrative details; participates in the development, implementation, and administration of administrative policies, procedures, and programs; performs a full range of general accounting and bookkeeping duties for the assigned area; prepares a variety of fiscal, administrative, and operational reports; and serves as a liaison with other City departments and staff, outside agencies, and the general public.

Key Responsibilities

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Serves in the capacity of a confidential Administrative Coordinator for a large, multi-functional department, independently planning and coordinating administrative support functions and services.

Plans, directs, coordinates, and reviews assigned activities and operations of the department including assigned accounting, administrative support, technical, and/or programmatic service areas; assigns work activities, projects, and programs; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems; recommends improvements in work flow, procedures, and use of equipment and forms; implements improvements as approved.

Participates in the selection, training, and evaluation of assigned administrative support personnel; provides or coordinates staff training; works with employees to correct deficiencies; recommends discipline and termination procedures.

Conducts research, prepares, revises, and implements various administrative policies, procedures, rules, and regulations in accordance with sound organizational practices; develops and revises office forms and report formats; establishes procedural manual for clerical support services for assigned areas.

Serves as primary contact and liaison for assigned functions and programs with other City departments and staff, the general public, and outside agencies and organizations; negotiates and resolves sensitive and controversial issues; explains, justifies, and defends programs, policies, and activities.

Collects, compiles, and analyzes information from various sources on a variety of specialized topics related to programs administered by the position or by management staff; writes reports that present and interpret data, identify alternatives, and make and justify recommendations.

Performs a wide variety of complex, responsible, and confidential duties for assigned Department Director and/or other management and department staff; relieves management staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.

Types, word processes, and proofreads a wide variety of reports, letters, memoranda, correspondence, and statistical charts; types from rough draft, verbal instruction, or transcribing machine; independently composes correspondence and reports related to assigned area of responsibility.

Directs and participates in the maintenance of a calendar of activities, meetings, and various events for assigned staff; coordinates activities with other City departments, the public, and outside agencies; directs and participates in coordinating and processing staff travel arrangements.

Screens calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance; researches information related to City regulations and departmental policies; assists the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances.

Assists in coordinating, developing, and monitoring the assigned budget; compiles annual budget requests; prepares revenue projections; recommends expenditure requests for designated accounts; monitors approved budget accounts.

Performs a full range of accounting duties in support of the department; coordinates and tracks accounts payable and accounts receivable; assumes responsibility for accounting and processing of requisitions and all expense vouchers for assigned sections including travel expenses, mileage, and credit card usage; submits demands for, disbursement of, and accounting for petty cash fund.

Initiates, organizes, maintains, and controls access to complex filing systems and records including highly sensitive files; establishes, makes entries in, controls accessibility to, updates, and maintains personnel files for all current and former department personnel including personnel actions; types employee performance evaluations as assigned.

Completes and monitors the flow of all necessary documents related to personnel matters for assigned areas; performs payroll reporting and related procedures for assigned areas.

Utilizes various computer applications and software packages; maintains and generates reports from a database or network system.

Conducts, attends, and participates in staff meetings as required; attends management meetings, seminars and other meetings as required; may attend public meetings or hearings and be required to take and maintain minutes for such meetings.

Performs related duties as required.
QUALIFICATIONS
Knowledge of:
Operational characteristics, services, and activities of assigned functions, programs, and operations.
Principles and practices of program development and administration.
Work organization and office management principles and practices.
Principles of supervision, training, and performance evaluation.
Pertinent Federal, State, and local laws, codes, and regulations.
Modern office procedures, methods, and equipment including computers.
Computer applications such as word processing, spreadsheets, and statistical databases.
Processes, procedures, and practices of budget preparation and administration.
Principles and practices of fiscal, statistical, and administrative research and report preparation.
Principles of business letter writing and report preparation.
Methods and techniques of public relations.
Principles and procedures of record keeping.
Basic bookkeeping practices.
English usage, spelling, grammar, and punctuation.

Ability to:
Oversee and participate in the management of a comprehensive administrative support division.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Understand, interpret and apply administrative and departmental policies and procedures as well as pertinent laws, regulations, and ordinances.
Select, train, and evaluate assigned staff.
Plan, schedule, direct, coordinate, and review the work and performance of assigned staff in a manner conducive to proficient performance and high morale.
Perform responsible and difficult programmatic and administrative duties involving the use of independent judgment and personal initiative.
Participate in the preparation and administration of assigned budgets.
Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Research, compile, analyze, and interpret data.
Prepare a variety of clear and concise administrative and financial reports.
Independently prepare correspondence and memoranda.
Implement and maintain filing systems.
Type at a speed necessary for successful job performance and as deemed appropriate by the department.
Operate and use modern office equipment including a computer and various software packages.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
Demonstrate an awareness and appreciation of the cultural diversity of the community.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Minimum Requirements

Education/Training:

Equivalent to the completion of the twelfth grade. Additional specialized course work in public administration, business administration, or a related field is desirable.

Experience:

Five years (full-time equivalent) of increasingly responsible administrative, secretarial, and clerical experience including two years as a secretary in a large department or organizational unit or as secretary for a complex technical function.

Supplemental Information

NOTE: For a complete listing of job duties and qualifications, please refer to the corresponding job description, which can be obtained from the Human Resources Department or downloaded from the City's web site. The City of Escondido is committed to a drug and alcohol free workplace. All applicants will be subject to fingerprint investigation before a conditional offer of employment is extended. A pre-employment medical examination will be conducted following a conditional offer of employment for all positions. Safety sensitive positions will include a pre-employment drug screen. Positions subject to the Department of Transportation (DOT) regulations will be subject to DOT pre-employment drug testing and random drug and alcohol testing.

SELECTION PROCEDURE

Applications will be screened and the most qualified candidates will be invited to appear for testing. All positions require the ability to read, write and speak English. Types of tests may include written and/or oral examination, physical agility, practical exam or other appropriate job-related selection process. When testing is completed, candidates will be ranked on an eligibility list in the order of their test score. Selection for appointments is made from names certified on the eligibility list.

All appointments are subject to the successful completion of background investigation including LIVESCAN fingerprinting, and will be required to submit verification of the legal right to work in the United States. Qualification by a medical examination will be required at the time of appointment. After appointment, classified employees must satisfactorily complete a probationary period to be eligible for regular status. In accordance with the Immigration Reform and Control Act of 1986, all new employees must produce proof of eligibility to work in the United States within the first three days of their employment. The City of Escondido participates in E-Verify®.

The Loyalty Oath will be administered to all new employees on their first day of hire. New employees hired into positions that require a driver's license must provide proof of a valid California Driver's License of the appropriate class level on their first day of employment.

Additional information regarding the essential functions and physical, environmental and communication demands of the position may be obtained from the Human Resources Department. If you require reasonable accommodation in the testing process, such as an alternate means of testing, you must contact the Human Resources Department by the final filing date to complete a Request for Reasonable Accommodation form. The provisions of this bulletin do not constitute an express or implied contract. Any provision contained in this bulletin may be modified or revoked without notice.

Note: Pursuant to California Civil Code section 1786.53, the City of Escondido shall provide to all job candidates a copy of any records of arrest, indictment, conviction, civil judicial action, tax lien or outstanding judgment which was obtained in the course of conducting an evaluation for employment, assignment, and/or promotion. A copy of this information, if received by the City, will be given to candidates within seven days of the City's receipt.

VETERANS' PREFERENCE

Eligible individuals are those who meet the following criteria:

• Served in the U.S. armed forces
• Received an honorable discharge
• Did not retire from military service
• Seeking employment with the City of Escondido for the first time.

Guard and Reserve active duty for training purposes does not qualify for veterans' preference. Proof of eligibility (copy of DD-214) must be submitted at time of application, or later if the promulgation of the eligibility list will not be delayed. Veterans' preference credit will only be applied to eligible applicants who attained a passing grade (total score exclusive of credit) on the final open examination.

ABOUT OUR CITY
The City of Escondido is a prominent agricultural, commercial hub and residential center of North San Diego County. Located a short 30-minute drive from the beach, the mountains or downtown San Diego, Escondido residents enjoy the pleasure of a rural lifestyle with all the benefits of suburban living. Escondido is a diverse, vibrant community with many amenities. The city offers attractive homes in a wide range of prices, two lakes, several parks, a sports center, golf courses, restaurants, wineries, shopping centers, a variety of art galleries, entertainment venues, and a state of the art hospital. Established in 1888, the city's rich past brings charm and stability to the community; yet integrated with Escondido's treasured heritage is a progressive future, bright and brimming with promise.

EOE The City of Escondido does not discriminate on the basis of race, color, religion, disability, sex, age, national origin, or sexual orientation. We will attempt to reasonably accommodate applicants with disabilities upon request.

The City of Escondido offers a comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental, vision, and life insurance.

The Benefits of Choice program offers you a range of benefits. You choose the coverage that is right for you, your family and your budget. Read this e-Guide for an overview of your options, with links to additional details and forms.

For a more detailed overview of this benefits package, please visit the Unclassified / Clerical / Technical Benefit Summary

Closing Date/Time: 6/2/2025 5:00 PM Pacific

Salary:

$58,238.88 - $78,040.08 Annually