Administrative Coordinator - HR​/Finance

Job Description

Full‑time administrative position to be shared between the Finance and Human Resources Departments. The role primarily involves managing the reconciliation and payment of insurance bills, department invoices, credit‑card bills, scanning and managing employee files, handling public records requests, ordering supplies, verifying employments, managing the department website and intranet, and other projects or auditing items as necessary.

The Administrative Coordinator functions as the lead administrative support and contact person for a Director, Chief, or other member of the Management Team, handling matters of a sensitive and/or confidential nature. Employees in this classification must possess a broad working knowledge of established procedures, departmental guidelines, legal requirements, and regulatory standards applicable to the specific area of assignment.

• Performs high‑level administrative and technical work in training, motivating, managing and supervising office staff in daily office administration.
• Performs personnel administration activities for the department such as maintaining performance evaluations, scheduling interviews, processing personnel transactions and managing personnel records.
• Gathers, interprets and prepares data for studies, reports, public records requests, etc.
• Maintains and communicates current knowledge and information regarding Village policies, programs, processes and procedures to staff as well as the general public and routinely utilizes social media in the handling of external communications.
• Assists management in addressing departmental goals and objectives, e.g., achieving performance goals, adhering to budgetary and fiscal controls, maintaining appropriate staffing levels, etc.
• Establishes and complies with guidelines and procedures for administrative support protocols, i.e., processing correspondence, maintaining hard copy and electronic file systems, maintaining work order and safety records, managing records retention, etc.
• Maintains and updates departmental resources such as policies, programs and procedures; manuals and handbooks; and newsletters, calendars, and public service announcements.
• Composes moderately to highly complex correspondence for management signature(s).
• Coordinates various activities and initiatives, e.g., preparations for workshops, meetings, seminars, presentations, special events, etc.
• Responds to inquiries and complaints from the general public; provides information based on extensive knowledge of programs and activities applicable to the assigned department; and resolves issues when feasible.
• Maintains confidentiality and discretion with respect to department and related Village business matters and may make decisions in the absence of management within established guidelines and scope of authority.
• Provides assistance and/or back‑up for all office support functions as directed or needed, i.e., answering telephones, opening/distributing mail, ordering supplies, initiating work or purchase orders, authorizing payment for items received, etc.

(The above list of essential functions is not meant to be all inclusive. Other duties may be required and assigned.)

• High school diploma/GED with preference for Associate degree, Certified Administrative Professional (CAP) designation or other equivalent certification.
• Minimum of five (5) years of progressively responsible experience with moderately to highly complex office practices and procedures (preferably in a work environment utilizing public administration systems).
• Evidence of advanced administrative and technical skills and proficiency in the use of social media.
• Considerable knowledge of modern business management techniques and systems.
• Ability to schedule, organize and supervise assigned administrative support staff.
• Ability to exercise a high level of independent judgment and discretion.
• Ability to work and deal effectively with diverse groups, including departmental staff, other employees and departments, Village administration, Village residents and the public at large.
• Ability to communicate in a professional and tactful manner, both…