Job Summary

Under the direction of the Transportation Supervisor/Fleet. The Office Coordinator I organizes, coordinates and oversees day-to-day activities; performs varied clerical duties; establishes priorities and organizes workflow and communication.

Distinguishing Characteristics

This position requires the ability to work as part of a team, supporting multiple positions throughout the department.  The Office Coordinator I demonstrates a positive attitude, flexibility and the ability to remain calm under pressure. This position works with direction from the supervisor and/or Office Coordinator II performing fundamental clerical services at the department level.

Essential Duties:

• Prepares agendas and summary notes of staff/committee meetings and initiates follow-up correspondence when necessary.
• Prepares correspondence and memos from verbal instructions or notes; independently composes inquiries and/or replies.
• Assists in the preparation of workshops, including booking rooms, sending invitations, collecting RSVPs, making copies of handouts and coordinating snacks or refreshments, if needed.
• Maintains email and phone contact list for superintendents, directors, business managers, Payroll and AP staff.
• Initiates, compiles and distributes vacation calendar on a quarterly basis.
• Gathers and follows up on pay docs to submit to payroll for the entire business office.
• Schedules and makes payments for internal professional development workshops.
• Prepares and tracks contracts for personnel services.
• Prepares and tracks contracts for transportation services.
• Processes and replenishes business office petty cash.
• Prints and tracks internal Purchase Orders (POs).
• Performs data entry of fiscal information and sorts
• Writes requisitions and monitors purchase orders.
• Initiates orders of materials upon request and maintains record of purchase orders, invoices and expenses.
• Prepares travel authorizations and expense claims and arranges travel and transportation for program staff.
• Schedules maintenance appointments for fleet vehicles.
• Makes and changes reservations, uploads invoices and vehicle information.
• Helps manage and provide support for Agile Fleet Commander.
• Assists with dispatching and radio communications.
• Helps with the delivery of fleet vehicles for servicing.
• Answers phones and takes detailed messages in absence of department lead.
• Schedules appointments for employee drug testing, assists with record keeping for the drug and alcohol programs.
• Schedules appointments for event committee meetings.
• Prepares payroll documents for program staff.

Employment Standards:

Knowledge of:

• Computer systems operations and software, including database systems;
• Education organization, policies and procedures;
• General office practices, procedures and equipment;
• Proper English usage, grammar, spelling, vocabulary, punctuation;
• Organization of files and records;
• Customer service standards.
• Budgets and contract;

Ability to:

• Maintain high degree of confidentiality, discretion and judgement;
• Respond to routine inquiries;
• Follow oral and written directions;
• Operate modern office equipment;
• Adapt to changing work demands;
• Manage task priorities to meet deadlines;
• Exercise good judgment and seek assistance when appropriate
• Work under varying degrees of stress with regular interruptions;
• Establish and maintain effective working relationships;
• Communicate effectively with tact and courtesy with a diverse population.

Education And Experience

Minimum Qualifications

• Graduation from high school (or equivalent) and two years of progressively responsible office experience, or
• AA or AS degree

Preferred Experience

Experience in an education setting.

Working Conditions

With or without accommodation, this position includes prolonged periods of standing or sitting, frequent walking, and occasional bending, stooping, and reaching. The employee must be able to lift, push, and pull objects up to 30 pounds. Visual and auditory abilities are required to perform essential job functions.

Other Requirements

• Must be fingerprinted and a satisfactory Department of Justice records check must be received by HCOE prior to employment.
• TB testing and/or risk assessment will be required upon employment.
• Other requirements as appropriate for the job responsibilities.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

SALARY: Range 6 on the adopted salary scale for classified employees.