Job Summary

Under the direction of the site/department manager, organize, coordinate and oversee day-to-day activities; perform responsible and varied clerical duties; establish priorities and organize 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 site or department level.

Essential Duties:

Administrative Support:

• Manages and coordinates Supervisor’s calendar
• Provides information to and seeks information from other County Office employees, school district personnel, vendors, and the public
• May develop forms and processes to enhance applications and information flow within the office
• Receives and distributes Department mail
• Reconciles, submits, and mails out regular and supplemental payroll
• Reviews, analyzes and enters data in spreadsheets and ensures compliance with service agreements, contracts, MOUs, and purchase orders
• Arranges travel reservations

Fiscal Support:

• Prepares and submits requisitions to encumber funds for purchase orders
• Prepares contracts for personal services, service agreements, and memorandums of understanding
• Prepares and calculates Travel, Mileage Expense Claims, and Requests for Reimbursements for payment
• Tracks assets in assignment location and facilitates transfer of assets
• Corresponds with vendors
• Ensures that vendors are active with an up-to-date W9 in our fiscal database
• Submits orders to purchaser for approval, ensuring compliance with organizational standards
• Receives orders and submits invoices to Accounts Payable, tracks balances of “open” POs, requests a PO change when necessary and tracks balances of multiple accounts on a PO
• May track disbursements and expenses of individual program expenditures
• Receives and processes inter-district transfers; tracks and follows up on payments
• Receives checks and processes deposits/invoices for department programs
• Supports payroll process for regular and supplemental employees

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 contracts.

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.