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Administrative Coordinator

Salary undisclosed
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Job Title: Administrative Coordinator FLSA: Hourly/Non-ExemptDepartment: Community Development Services Reports to: Director of CDS Salary Range: $16.13-$17.64/hrThis job description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA).General Purpose:Reporting directly to the Director of Community Development Services, the Administrative Coordinator is responsible for providing high-level administrative support to ensure the efficient operation of department functions. This role involves coordinating front office activities, managing schedules, assisting with communications, and handling clerical tasks to support the team to include the Planning Department. The ideal candidate will be highly organized, detail-oriented, and possess excellent communication skills. Incumbent will also assist in department and project budget oversight and purchasing/accounts payable, administering contracts and schedule/sequence the required reporting and other time sensitive activity.This is a full-time position with full benefits include health insurance, pension, vacation, sick and holiday time. Salary is commensurate with experience and education.Essential Duties and Responsibilities:
  • Coordinates correspondence and notifications required between the planning department and applicants, boards and commissions.
  • Coordinates the electronic filing of applications for building and zoning permits and subdivisions and land developments.
  • Maintains paper and electronic records of applications, permits and inspections and appropriate files within the department.
  • Research property files for information via County and other websites.
  • Assists in the preparation and distribution of the Planning Commission and Board of Adjustment packets for members. Also required to maintain accurate and complete records of those meetings which might include minutes of meetings.
  • Receives telephone calls and visitors to the department, assisting citizens and taking messages for department personnel as necessary.
  • Maintains complete project files to include all pertinent and related information for each project and distributes information to appropriate staff, boards and commissions.
  • Maintains and submits monthly building reports for state reporting.
  • Reconciles monthly finances for Department.
  • Other duties as assigned.
Desired Minimum Qualifications:High School graduate with two (2) years’ work experience. Graduate from college with an associate degree in public administration, business administration or related field or any equivalent combination of training and experience preferred.Knowledge, Abilities and Skills:
  • Knowledge: Knowledge of City and department policies and procedures along with knowledge of general office management/organizational principles and practices. Position also requires a basic knowledge of finance in order to process payments and reconcile end-of-month financial information.
  • Abilities: Ability to learn and understand City Codes, Ordinances, and Regulations. Demonstrated ability to effectively communicate, both oral and written, with the general public, contactors, public officials, and other City employees. Proficiency to operate and understand the functions of Windows, Microsoft Office, and Microsoft Excel. Ability to understand and adhere to established Standard Operating Procedures. Ability to accurately record and organize information. Skill in exercising judgment, courtesy, customer service, patience, tact and diplomacy when dealing with the public, other agencies, and all other City of Claremore departments and personnel.
  • Skills: Skill in exercising judgment, courtesy, customer service, patience, tact and diplomacy when dealing with the public, other agencies, and all other City of Claremore departments and personnel.
Special Requirements:
  • Must possess a valid Oklahoma State driver's license or ability to obtain one prior to employment.
  • Must be insurable by the City's insurance carrier.
Tools and Equipment:
  • General office equipment such as a multi-line phone, fax, computer, and printer.
Physical Demands: Work is performed indoors, and employee is subject to sitting, standing, walking, typing, filing, or using a telephone for extended periods of time. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The noise level in the work environment is usually quiet to moderate.The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

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Job Title: Administrative Coordinator FLSA: Hourly/Non-ExemptDepartment: Community Development Services Reports to: Director of CDS Salary Range: $16.13-$17.64/hrThis job description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA).General Purpose:Reporting directly to the Director of Community Development Services, the Administrative Coordinator is responsible for providing high-level administrative support to ensure the efficient operation of department functions. This role involves coordinating front office activities, managing schedules, assisting with communications, and handling clerical tasks to support the team to include the Planning Department. The ideal candidate will be highly organized, detail-oriented, and possess excellent communication skills. Incumbent will also assist in department and project budget oversight and purchasing/accounts payable, administering contracts and schedule/sequence the required reporting and other time sensitive activity.This is a full-time position with full benefits include health insurance, pension, vacation, sick and holiday time. Salary is commensurate with experience and education.Essential Duties and Responsibilities:
  • Coordinates correspondence and notifications required between the planning department and applicants, boards and commissions.
  • Coordinates the electronic filing of applications for building and zoning permits and subdivisions and land developments.
  • Maintains paper and electronic records of applications, permits and inspections and appropriate files within the department.
  • Research property files for information via County and other websites.
  • Assists in the preparation and distribution of the Planning Commission and Board of Adjustment packets for members. Also required to maintain accurate and complete records of those meetings which might include minutes of meetings.
  • Receives telephone calls and visitors to the department, assisting citizens and taking messages for department personnel as necessary.
  • Maintains complete project files to include all pertinent and related information for each project and distributes information to appropriate staff, boards and commissions.
  • Maintains and submits monthly building reports for state reporting.
  • Reconciles monthly finances for Department.
  • Other duties as assigned.
Desired Minimum Qualifications:High School graduate with two (2) years’ work experience. Graduate from college with an associate degree in public administration, business administration or related field or any equivalent combination of training and experience preferred.Knowledge, Abilities and Skills:
  • Knowledge: Knowledge of City and department policies and procedures along with knowledge of general office management/organizational principles and practices. Position also requires a basic knowledge of finance in order to process payments and reconcile end-of-month financial information.
  • Abilities: Ability to learn and understand City Codes, Ordinances, and Regulations. Demonstrated ability to effectively communicate, both oral and written, with the general public, contactors, public officials, and other City employees. Proficiency to operate and understand the functions of Windows, Microsoft Office, and Microsoft Excel. Ability to understand and adhere to established Standard Operating Procedures. Ability to accurately record and organize information. Skill in exercising judgment, courtesy, customer service, patience, tact and diplomacy when dealing with the public, other agencies, and all other City of Claremore departments and personnel.
  • Skills: Skill in exercising judgment, courtesy, customer service, patience, tact and diplomacy when dealing with the public, other agencies, and all other City of Claremore departments and personnel.
Special Requirements:
  • Must possess a valid Oklahoma State driver's license or ability to obtain one prior to employment.
  • Must be insurable by the City's insurance carrier.
Tools and Equipment:
  • General office equipment such as a multi-line phone, fax, computer, and printer.
Physical Demands: Work is performed indoors, and employee is subject to sitting, standing, walking, typing, filing, or using a telephone for extended periods of time. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The noise level in the work environment is usually quiet to moderate.The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

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