Department Office Coordinator I – Student Programs and Services

Job Summary

Under the direction of the department manager, 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 daily, both professional educators and representatives of the general public.
• Serves as executive secretary for the department and is called upon to initiate correspondence from the department staff.
• Prepares agendas and packets for meetings, takes minutes and transcribes and initiates follow-up correspondence when necessary. Conducts continuing correspondence independently on procedural or informational matters.
• Prepares and maintains departmental forms, schedules, official permanent records, student and program confidential files and reports according to program requirements.
• Collects data and prepares reports for the state, such as annual budget service plans, time records for multi-funded positions, kindergarten oral health screenings, etc.
• Processes payroll, travel authorizations and reservations for all department staff.
• Assists in budget preparation and the monitoring of expenditures for travel, supplies, mileage, purchase orders, etc.
• Performs more complex work at a high level of quality and accuracy, including the preparation of legal documents/reports.
• Manages professional development support services, including facility bookings, catering arrangements and/or beverage supports, preparation of session materials and attendance tracking.
• Prepares contracts and service agreements.
• Reviews and prepares purchase orders and requisitions and facilitates the purchase of all department materials and supplies.
• Prepares reports, correspondence, vouchers, receipts, schedules, minutes, notices and statistical data.
• Computes, checks, tabulates and balances statistical and financial data.

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;
• Office management software programs, e.g. Microsoft Excel, Microsoft Word, Microsoft PowerPoint.

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.
• Understand and comply with District, County, State and Federal procedures, policies and statutes;

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.