Administrative Services Coordinator - Portsmouth, VA - City of Portsmouth, VA

Description

General Statement of the Job & Essential Functions

GENERALSTATEMENTOFJOB

Under general supervision, this position performs complex administrative and technical duties in the support of management, departmental programs and or operations. Reports to the Director of Behavioral Healthcare Services.

ESSENTIALJOBFUNCTIONS

Performs complex administrative support work such as word processing, creating spreadsheets, data entry and retrieval, and functions that may require interpretation, judgment and determining appropriate processes to be used. Reviews forms, data and other information to ensure accuracy and conformance to established procedures and policies; takes meeting minutes and transcribes dictation of correspondence, memoranda, reports, brochures, presentations and other materials; and maintains confidential and various other records pertaining to the department's procedures and activities; Manages, coordinates and schedules meetings and oversees the Director's calendar; Reconciles the Director's monthly credit card purchases.

Assists with coordination of the department's program efforts; participates in the research, development and implementation of strategic initiatives; assists with department-wide strategic planning efforts; implements, administers and coordinates systematic programs for administrative, technical and operational activities to enhance efficiency, streamline work processes, and improve employee productivity; manages the goals and objectives process of the strategic planning initiative for the department; and prepares reports as needed.

Types materials from typed or handwritten copy, which requires use of a variety of complicated formats for preparing correspondence, reports, schedules, records, etc.; assumes responsibility for correctness of spelling, punctuation, grammar and format; Must be able to write professional, clear and effective communication correspondence. Maintains and updates the department's organization charts and brochures.

Answers telephone and respond to inquiries; provide information based on considerable knowledge of programs and activities; refers to callers and routes messages to appropriate personnel as necessary; responsible for receiving and distributing mail and packages to employees; orders supplies for the department; manages mail postage meter machine. Coordinates clerical and administrative requests; provides functional supervision over subordinate personnel.

Serves as lead department event person for various city-wide events. May serve as a liaison or point of contact for management, department, external agencies etc.; interacts with the public and others outside the work unit to obtain and provide information and assistance in a variety of circumstances; may screen and respond to inquiries and complaints, or take and or route messages; organizes and maintains calendars, schedules, meeting requirements, travel arrangements etc.; and provides information on policies and procedures.

Utilizes computerized data entry equipment and various word processing, spreadsheet and/or file maintenance programs to enter, store and/or retrieve information as requested or otherwise necessary; summarizes data in preparation of standardized reports. Provides technical support to Director and other staff in compiling data reports. Coordinates equipment repairs; Assists with the preparation of departmental financial information and reports.

Coordinates, schedules, communicates and attends Board meetings in the evening, Leadership Team meetings and other meeting as needed; Prepares, distributes and mails agendas and packages.

Performs other related work as required. Individual assignments will be determined by supervisor based on current workload and department needs.

Knowledge, Skills & Abilities

PERFORMANCE INDICATORS

Knowledge of Job: Has the ability to interpret city and departmental rules, regulations, policies and procedures. Has considerable knowledge of the organization and functions of the city. Has considerable knowledge of modern office practices and procedures. Has considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary. Is skilled in the operation of common office equipment, including popular computer-drive word processing, spreadsheet and file maintenance programs. Is able to make routine coordination decisions independently in accordance with laws, regulations, and city policies and procedures, and to solve problems and answer questions. Is able to independently manage and administer projects and programs. Is able to develop and modify work procedures, methods and processes to improve efficiency. Is able to screen communications and, based on content, handle independently or route to proper source. Is able to correct spelling, grammatical, punctuation and typing errors. Is able to use independent judgment in organizing and establishing format. Is able to gather information from a variety of sources and draft documents. Is able to establish and maintain moderately complex files. Is able to communicate effectively orally and in writing. Is able to exercise tact and courtesy in frequent contact with the general public. Is able to establish and maintain effective working relationships as necessitated by work assignments.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts with co-workers, consumers, and the public.

Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions."

Dependability: Assumes responsibility for doing assigned work and for meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, DBHS policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human, and conceptual areas.

Attendance: Attends work regularly and adheres to DBHS policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.

Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant, and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper direction for the completion of work with a general level of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures, with minimum of errors. Seeks expert or experienced advice and research problems, situations, and alternatives before exercising judgment.

Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified i.e., poor communications, variance with DBHS policy or procedures, etc.

Relationships with Others: Shares knowledge with supervisor for mutual and DBHS benefit. Contributes to maintaining high morale among all consumers and DBHS employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, to project a good DBHS image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons to maintain good will. Emphasizes the importance of maintaining a positive image within the department and surrounding regions. Interacts effectively with fellow employees, program consumers, supervisors, professionals and the public.

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with effective time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions for specific work elements, and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings and deadlines.

Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the department and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.

Education, Experience & Special Requirements

EDUCATION & EXPERIENCE

Requires a Bachelor's Degree in Public Administration, Business Administration, Human Resources, or a related field and 3-5 years of related experience or an equivalent combination of education and experience. Requires extensive knowledge and experience with various computer software programs, including but not limited to include the development of spreadsheets, slide deck and publisher. Prior experience with behavioral healthcare services preferred.

SPECIAL REQUIREMENTS

Must possess Red Cross First Aid and Cardiopulmonary Resuscitation (CPR) certifications or can obtain certifications within 90 days from date of hire and maintain them as a condition of employment.

An acceptable general background check to include a local, state, and federal criminal history check and sex offender registry check.

Individuals in this position cannot be listed as having a founded child abuse or neglect complaint.

A valid driver's license with an acceptable driving record.

Physical Demands

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Must be physically able to operate a variety of automated office equipment which includes telephones, calculators, copiers, desk top computers, facsimile machines, etc. Must be able to exert up to 20 pounds force occasionally and up to 50 pounds to lift, carry, push, pull or otherwise move objects or resisting individuals.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving assignments and/or directions to unit members, volunteers or assistants. Includes receiving instructions from immediate supervisor.

Language Ability: Requires the ability to read and prepare a variety of correspondence, reports, documents, analyses, etc. Requires the ability to prepare institutional application packages, social histories, referrals, intakes, consent forms, reports, and summaries, using prescribed formats and in conjunction with, all rules of punctuation, grammar, diction, and style. Requires the ability to interact with individuals and groups of people with poise, voice control, and confidence.

Intelligence: Requires the ability to apply principles of logical thinking to define problems and emergencies, collect data, establish facts, and draw valid conclusions; to interpret a variety of technical or medical instructions in verbal or written form.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of medical or professional languages, including counseling terminology.

Numerical Aptitude: Requires the ability to add and subtract, multiply, and divide.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width, and shape.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately while using automated office equipment.

Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.

Sensory Discrimination: Does not require the ability to differentiate between colors and shades of color.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with persons acting under stress.

Physical Communication: Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.

AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS

The City of Portsmouth is an Equal Opportunity Employer. ADA requires the city to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss potential accommodations with the employer.

This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification but is not intended to describe and does not necessarily list all the essential job functions for a given position in a classification.