The Office Coordinator interacts with our customers, answering questions on the services provided by Central Fleet Management, assisting customers with Motor Pool reservations, solving problems customers have with the city’s automated fueling system, or directing customers to the appropriate staff person who can address their concerns. Another major responsibility is electronically monitoring the fuel inventories at the city’s seven fueling stations and insuring that sufficient fuel is in the tanks to support operations. The Office Coordinator is responsible for performing a variety of clerical duties including: maintaining personnel and organizational records, payroll, scheduling appointments, coordinating meetings, managing calendars, answering incoming telephone calls and correspondence, providing administrative/human resources support to Central Fleet Management’s thirty-six employees. The successful candidate will have excellent customer service skills, a strong sense of responsibility, and a keen eye for attention-to-details. Must possess the ability to effectively communicate, orally and in writing, with the public, our customers, and fellow employees. Experience with Microsoft Office, Kronos Workforce, AssetWorks, FleetFocus, and FuelFocus, is beneficial. Excellent grammar, punctuation, spelling, and proofreading abilities along with strong organizational skills are essential to this position. May be considered as “essential personnel” in times of emergency operations. The Office Coordinator reports directly to the Fleet Manager.
Performs specialized office procedures such as taking and transcribing meeting minutes/notes, creating forms and tables, or typing documents, correspondence, contracts, bids, charts, or technical and statistical reports.
Interacts with other departments, clients/customers, and the public by telephone or in person; provides information, resolves complaints, directs individuals to appropriate personnel, or takes and relays messages.
Maintains personnel information and prepares payroll; assists in completion of audits and technical assistance projects.
Maintains departmental budget; assists with preparation of budget and administration of expenditures.
Compiles data and prepares routine and specialized reports; maintains records and files for area of responsibility; performs grant tracking.
Maintains supply inventory and processes requisitions and purchase orders; orders fuel and works with City contracts; researches and processes accounts payable and/or accounts receivable; interacts with vendors and contractors.
Coordinates/maintains sites, databases, programs, or operations of responsibility; prepares and distributes informational literature; maintains/troubleshoots department computers.
Makes appointments and sets up/coordinates meetings; processes incoming and outgoing mail; assists with daily operations as directed.
Performs routine office tasks such as data entry, filing, faxing, scanning and photocopying.
Assists with special projects as directed by supervisor.
Performs other related duties as assigned.
Applicant will need to become a Notary Public within six months after hire.
Requires any combination of education and experience equivalent to an associate’s degree in word processing, secretarial skills, or a closely related field.
In addition to satisfying the vocational/education standards, this position requires a minimum of one year of full-time equivalent experience in administrative support.
SPECIAL CERTIFICATIONS AND LICENSES: Requires valid driver’s license and driving record in compliance with City Driving Standards.
Employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies. Emergency operations support work and work locations may be outside of normal job duties.