OFFICE COORDINATOR - Leading Industry Pay

JOB SUMMARY

The purpose of this classification is to perform administrative/secretarial work in support of a specific division, unit, function, or process within an assigned division/department.

ESSENTIAL JOB FUNCTIONS

• Works closely with Senior Executive Staff to prepare, obtain, and process approved purchase orders, requisitions etc.; initiate and process payment of bills/invoices.
• Aid in the research and preparation of grants as well as assist with maintenance and reporting requirements of earned grant funding.
• Research documents as needed concerning circumstances regarding past policies, decisions, actions, correspondence, etc.
• Gather, assemble, format data, and prepare preliminary analysis for budget preparation; prepare and assist as needed in presentation of preliminary and final budget documents; monitor data and systems for budget tracking and reporting.
• Assist as needed referencing preparing revenue and expenditure forecasts; prepare baseline budget and revisions; process approved budget requests; reconcile expenditures; prepare and process approved transfer of budget allotments.
• Request travel advances and reconcile expense reports.
• Maintain files on purchases made by the police department and ensure compliance with department purchasing procedures.
• Perform general office functions of department as needed.
• Work with the City of Forest Park Personnel Department to ensure accurate personnel records are maintained for police department staff.
• Assist with maintenance, reconciliation, and reporting of Federal and State Asset Forfeiture accounts.
• In accordance with the departmental succession planning, the incumbent must be familiar with the job requirements of Administrative Assistant and Staff Assistant in the event they may be required to fill in as backup to those positions.
• Assist with preparing and typing contracts and agreements or related documents as needed. Coordinates or attends meetings referencing budgets and other activities as needed
• Receives, reviews, types and/or distributes documentation and enters/files data.
• Provides support for department/division personnel and/or staff members; answer telephone calls and route to appropriate personnel; types, transcribes, edits, or proofreads correspondence; assist in coordinating training activities and travel arrangements for department staff.
• Processes budgetary and financial documentation; maintains financial ledgers and records; maintains running balances for department budgetary accounts; monitors expenditures to ensure compliance with approved budget; compiles data and prepares budget management plan; develops spreadsheets to calculate line items, salaries, and capital expenses; assists with budget planning.
• Processes payroll and personnel documentation; research discrepancies and enters data into computer; and processes worker’s compensation forms/reports.
• Coordinates data entry functions; oversees and assists with keying of data into computer system; enters, retrieves, reviews or modifies data in computer database; verifies accuracy of entered data and makes corrections.
• Operates a personal computer, postage machine, printer, scanner, typewriter, copy machine, fax machine, calculator, telephone, shredder, or other equipment as necessary to complete essential functions, to include the use of word processing, database, spreadsheet, desktop publishing, email, Internet, or other computer programs.
• Maintains current manuals, procedure manuals, codes/ordinances, directories, and other reference materials.
• Performs customer service functions; provides information/assistance regarding unit/department services, activities, locations, procedures, timeframes, documentation, fees, or other issues; distributes forms and documentation as requested.
• Responds to complaints and questions related to unit, division, or department operations; provides information, research problems, and initiates problem resolution; resolves situations involving complex issues or upset/angry customers.
• Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary.
• Performs general/clerical tasks, which may include making copies, distributing documentation, sending/receiving faxes and email messages, filing documentation, or processing incoming/outgoing mail.
• Aids other employees or departments as needed. Performs other related duties as required.

MINIMUM QUALIFICATIONS

Education and Experience:

Formal education equivalent of a Bachelor's degree is preferred in accounting, finance or related field. Equivalent combination of experience and training which provides the required knowledge, skills, and abilities for the job. Must have knowledge of document filing systems, customer service, and records management and at least 2 year of budget experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Knowledge, Skills, and Abilities:

• Ability to review, classify, categorize, prioritize, and/or analyze data.
• Ability to apply principles and in coordinating activities of a project, program, or designated area of responsibility.
• Ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
• Ability to apply facts and principles for developing approaches and techniques to resolve problems.
• Ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.

PHYSICAL DEMANDS

The work is light which requires exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body.

• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Visual Acuity: Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.

WORK ENVIRONMENT

Work is performed without exposure to adverse environmental conditions.