Position Description

Essential Job Functions

Facility Coordinator

• Coordinates operations of the primary workplace facility, if applicable, or as requested by the Administrative Services Manager or County Administrator.
• Oversees and coordinates general day-to-day facility operations with facility tenants, Public Officers and the public with kindness, professionalism, tact and with a strong emphasis on responsiveness and customer service.
• Supervises custodians only at the primary workplace, if applicable, or as requested by the Administrative Services Manager or County Administrator.
• Maintains office and cleaning supplies inventory and prepares requisitions for the same. (Spending authorization will always be applicable as approved by the Administrative Services Manager or County Administrator and on file in the Budget/Purchasing office).
• Regularly inspects the facilities for maintenance and cleanliness.
• Coordinates building maintenance/grounds upkeep for assigned facilities and communicates necessary information related to building/grounds maintenance with facility tenants and appropriate contact persons, with emphasis on responsiveness.
• Responsible for reservations of the public meeting rooms in the facility and coordination of meeting/event requests.
• Monitors fuel tank levels and orders fuel (if applicable) for the facility.
• Responsible for the dissemination of mail (internal and external) to all offices and tenants in the facility and the mail room equipment maintenance, if applicable.
• Maintains current files/contact lists on facility tenants and conducts annual meetings for tenants regarding safety and emergency procedures for the facility.
• Serves as a shelter manager for the facility (if applicable) when the facility is used as an electrical support shelter (shelter of last resort).

• Performs various administrative and secretarial duties for the Commissioners.
• Maintains calendars, scheduling, communication and coordination of appointments, meetings, travel reservations and events for the Commissioners.
• Maintains a filing system for the Commission Office, with emphasis on organization.
• Properly disseminates, files and archives all incoming/outgoing correspondence requisitions/invoices for purchases, Commissioners' expense reports and travel documents, and other documentation related to the daily operations of the office.
• Drafts routine correspondence and emails as requested by Commissioners and communicates with various agencies, departments and the general public for the Commissioner, as requested, with professionalism, tact and with a strong emphasis on responsiveness and customer service.
• Effectively interfaces with all levels of management, elected officials, various departments/agencies, and the general public to promote professional relationships and positive image for the County Commission Office.

• Submits agenda items for meetings and assists with meeting preparation as assigned.
• Assists with recording proceedings for meetings, takes dictation/notes and transcribes and proofreads various meeting minutes, as requested.
• Prepares and reviews agenda items, correspondence, reports, contracts, resolutions, proclamations, and other documents, as requested.
• Accomplishes research as directed.
• Assists with the application process for county alcohol licenses under the responsibility of County Commission, as requested.

• Greets visitors to the office, offers assistance/direction to appropriate personnel or departments and assures they are comfortable if they must wait, with emphasis on customer service.
• Answers all incoming calls to the office and relays detailed information/messages accurately to the appropriate person/department.
• Provides information to general inquiries.
• Assists the public and discusses problems and complaints tactfully, courteously and effectively.

Education and Experience

• Minimum of five (5) years of experience in administrative/secretarial related work.
• Have a valid driver's license.
• High school diploma or equivalent.

• Willing to work overtime or non-standard hours when necessary.
• Willing to travel for the purposes of professional development.
• Ability to work under stress of multiple, reoccurring deadlines.

Knowledge, Skills, and Abilities

(Any item with an asterisk will be taught/provided on the job)

Baldwin County Commission and Baldwin County Sheriff’s Office does not discriminate on the basis of race, color, national origin, sex, religion, age, marital status, disability, citizenship or veteran status in employment. It is the intent of the Baldwin County Commission and Baldwin County Sheriff’s Office to guarantee equal opportunity to allow disabled employees a bias-free work environment. Baldwin County Commission and Baldwin County Sheriff’s Office, upon request, will provide reasonable accommodation in compliance with the ADA. Recruitment and selection processes will grant equal opportunity for employment to qualified applicants and will not discriminate on the basis of disability. Reasonable accommodation will be provided upon request during the application, testing, and interview process.