Job Summary

Under the direction of the Director of Human Resources 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:

• Greets and serves a variety of individuals on a daily basis, both professional educators and representatives of the general public;
• Initiates/proofreads correspondence and schedules meetings for the Director and other department staff;
• Prepares agendas and packets for meetings, takes minutes and transcribes notes, initiates follow up correspondence when necessary;
• Prepares travel authorizations and expense claims and arranges travel reservations;
• Maintains the listing and registration system for the paraprofessional exam and conducts the exam itself;
• Assists with professional development events, including facility bookings, catering arrangements, preparation of session materials and attendance tracking;
• Prepares reports, receipts, schedules, notices and financial data; provides financial and payroll data; takes payments and manages petty cash and reimbursements;
• Initiates orders of supplies and maintains record of purchase orders, invoices, requisitions, and expenses;
• Answers phones and inquiries or refers to appropriate official or department;
• Serves as a backup for event set up/clean up;
• Handles and distributes mail for the department;
• Communicates to LEA staff and the general public on procedural and informational matters;
• Prepares and maintains confidential departmental forms and files according to retention requirements;
• Assists other department leaders and clerical staff in standards and preparation various HR forms;
• Processes employee badge requests and coordinates with supplier;
• Maintains emergency contact list and safety supplies for department;
• Coordinates and tracks hiring flow, including proofing job descriptions, posting of position vacancies to various sites, maintaining open vacancy files, reviewing applications for completeness, acts as point of contact for applicants, and schedules/facilitates interview and assessment processes;
• Assists in district searches for superintendents and other LEA administrative positions;
• Maintains and monitors department email boxes and responds in a timely manner or directs to appropriate personnel;
• Serves as a Custodian of Record in accordance with DOJ/ FBI regulations. Updates HCOE fingerprint consortium;
• Maintain appearance and organization of the office.

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;
• Basic HR policies and procedures;

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;
• Schedule interviews and track workflow within the recruitment process;
• Establish and maintain effective working relationships;
• Communicate effectively using 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.