Administrative Support Coordinator I / R...
Prince William County Government - Prince William County, VA

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The PWC Department of Parks and Recreation has a career opportunity for an administrative professional, capable of performing advanced administrative functions and effectively interacting with staff, citizens, vendors and other agencies. Duties include assisting training staff and troubleshooting in MS Office Suite, recreation registration software (RecTrac) and procurement software programs; reconciling daily deposits and completing financial paperwork; providing customer registration, billing and software support and providing administrative support for programs and special events. The position requires the exercise of initiative, independent judgment and discretion in dealing with confidential or controversial matters. If you enjoy a fast paced environment and have a proven ability to multi-task, this is a great career opportunity for you!

Parks & Recreation conducts pre-employment criminal background checks.

ENTRY SALARY: $35,443.20 - $47,219.12/yr.

Note: The information that follows is a general depiction of duties of all positions in the Administrative Support Coordinator I Classification Specification and may reflect information not relevant for this position.

General Definition of Work, Typical tasks, Knowledge, Skills and Abilities:

Performs difficult skilled clerical and/or technical work and intermediate administrative work in providing office support coordination.
Work is performed under general supervision of the Director or designee. Limited supervision may be exercised over subordinate administrative support and accounting assistant personnel as required.

Distinguishing Features:
This level is characterized by performance of skilled clerical and/or technical duties and administrative duties for which skill in integration and coordination of administrative services is required; functions under general supervision; coordinates office support for a division, department, administrative office, or for an administrative head to one of these offices; limited supervision may be exercised over subordinate administrative support and accounting clerical personnel.

Personnel so classified perform tasks in a majority of the following functional areas: general administrative, receptionist/referral/public contact, communication, information systems/word processing/software packages, office management, fiscal/financial/accounting, purchasing, scheduling/coordinating for others, reports, payroll/personnel, and general executive assistance.

General Administrative:
Plans, assigns, supervises and personally performs administrative support functions;
Develops office filing, index and record systems and oversees the maintenance of same;
Prepares non-routine responses to correspondence;
Answers routine correspondence for supervisor;
Supervises distribution of incoming and outgoing mail;
Assists with difficult and varied administrative tasks;
Establishes and maintains filing systems and office procedures;
Safeguards confidential information as directed;
Prepares meeting minutes, reports and budgetary materials;
Assembles and copies discovery and court exhibits;
Transcribes from dictation tapes, handwritten drafts, or dictation via telephone.

Receptionist/Referral/Public Contact:
Provides information to the public or directs request to appropriate department;
Screens visitors, telephone calls and mail directed to the department director;
Oversees or resolves non-routine/difficult situations based on knowledge and interpretation of established policies and procedures;
Interprets County rules and regulations to employees, management and the public using discretion as to proper application;
Assists the public, County officials and employees with questions or complaints concerning the department assigned.

Independently composes original correspondence for the executive/division head’s review and signature;
Coordinates data collection and provides information to others including executive/division head;
Explains policies of the functional area;
Coordinates office/department website content and maintenance.

Information Systems/Word Processing/Software Packages:
Composes a variety of documents, legal pleadings, technical and statistical reports, where format and presentation is of the utmost importance;
Develops macros and creates complex spreadsheets;
Designs and lays out publications using specialized software packages;
Creates and maintains databases;
Diagnoses and resolves simple software/hardware problems;
Coordinates solutions to software/hardware problems with Office of Information Technology.

Office Management:
Develops clerical work plans to accommodate new programs, modifications of existing programs and special projects;
Establishes quality and quantity control standards;
Recommends hiring, disciplinary actions, terminations and other personnel related functions;
Establishes/modifies and maintains a system for tracking the progress of work that is the responsibility of the executive/division unit head;
Provides department orientation, training and development;
Develops internal mailing processes and procedures;
Handles calls for building maintenance and equipment breakdown;
Supervises and trains subordinate personnel as required;
Conducts performance evaluations for subordinate personnel;
Participates in interview and selection process.

Researches and recommends equipment/vendors and prices;
Assists in requisitioning supplies and equipment;
Maintains inventory control records for equipment and supplies.

Assists in the preparation of the department’s budget;
Recommends changes to agency/work unit administrative policies, procedures and methods;
Uses existing spreadsheets and databases to interpret and organize resource information;
Reviews invoices, vouchers and bills for payment;
Performs petty cash custodial duties;
Assists in control of expenditures;
Generates bills and monitors accounts receivable;
Coordinates collections and debt write-off;
Inputs general ledger data.

Scheduling/Coordinating for Others:
Manages supervisor’s calendar which may require negotiating time and place;
Arranges complex scheduling involving multiple parties;
Independently makes and cancels meetings depending on the subject and attendees;
Determines what confidential information can be disseminated and to whom;
Arranges for special room or equipment needs and/or multiple locations and individuals;
Coordinates domestic and foreign travel arrangements for executive/division head and staff;
Participates in the planning and coordination of national and international meetings;
Manages the calendar of the executive/division head with authority to make commitments of time and to distinguish priorities;
Schedules court reporters for depositions and trials.

Collects information and prepares complicated reports and statistics based on information compiled from various sources;
Determines report format and elements;
Provides customized reports to others.

Processes pay adjustments;
Performs HRIS entries;
Performs payroll functions (e.g., internal collection of time sheets, verify leave slips);
Initiates the full range of processing problems on personnel policy/procedures with interpretation from Human Resources;
Advises supervisor and provides information regarding HR policies and procedures;
Maintains confidential personnel files.

General Executive Assistance:
Provides advice and counsel to members of the executive/division head’s functional area;
Resolves a wide variety of operational problems requiring sound judgment;
Acts as the liaison between the executive/division head’s functional area, other County offices, and external agencies.

Thorough knowledge of modern office methods, practices and procedures, to include purchasing practices and procedures; thorough knowledge of principles and practices of supervision; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of departmental functions, organization and policies; ability to work under pressure; ability to plan, assign review and evaluate the work of subordinates; ability to follow complex written and oral instructions; ability to keep complex records and create reports; ability to organize and perform work independently; ability to lay out and type complex forms and tables; ability to make difficult arithmetic calculations; skill in the operation of general office equipment such as typewriter, multi-line telephone consol, personal computer, computer terminal, fax, copier and calculator; ability to problem solve computer/printer/general office equipment maintenance problems; ability to take and transcribe dictation; ability to maintain confidentiality and be sensitive to political issues; ability to establish and maintain good working relationships with other employees and the general public.

Education and Experience:
Any combination of education and experience equivalent to graduation from high school supplemented with college level coursework in office management, bookkeeping, and accounting or related, and 3-5 years administrative support experience in assigned functional area or related. One (1) year 1st level supervisory experience if position is supervisory. May require typing or word processing skills of 40 WPM with maximum of 3 errors and, if job related, shorthand at 100 WPM with maximum of 3 errors.

Special Requirements:
May be required to pass a criminal background check if work assignment involves cash accountability and/or financial responsibility (prior approval of the Human Resources Director or designee is required).

Special Requirements below are specific Only to the Juvenile Detention Center:
Child Protective Services Special Requirements: Requirements effective 2005, mandated by the Virginia Department of Juvenile Justice Standards 6 VAC 35-140-260 Background Checks on Personnel
Must possess a valid driver’s license;
Must pass a DMV record check;
Must pass a FBI Criminal History record check;
Must pass a Child Protective Services record check;
FBI Fingerprinting check.

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