Office Coordinator

Position:

Office Coordinator (Part-time; Non-Exempt)

Department:

Public Works – Facilities and Fleet Maintenance

Job Summary:

The Office Coordinator works for the Facilities and Fleet Maintenance Divisions of the Public Works Department. Responsibilities include general front desk office duties of greeting visitors, answering phone calls, scheduling appointments, receiving incoming mail and deliveries, recordkeeping, ordering office supplies for all City departments, billing, invoicing, filing, and other administrative/clerical tasks. Work is performed under the general supervision of the Facilities & Fleet Maintenance Superintendent, with day-to-day reporting to the Administrative Manager and does not have supervisory responsibilities.

Salary:

• $15.22-$16.00/hour, depending upon qualifications and experience
• This position does not include benefits.

Schedule:

Monday - Friday 9:30 am – 2:30 pm (approx. 25 hours per week, not to exceed 29 hours per week)

Essential Functions:

• 
  Greets customers, visitors, and guests; answers phone and directs calls to staff, takes messages; updates appointment/meeting calendars
• Receives mail, documents, packages, and courier deliveries and delivers or distributes items
• Prepares requisitions for purchase orders, matches purchase orders with invoices, and submits to Finance for payment
• Pays invoices via purchase order or P-card, as required, and ensures vendors receive payment in a timely manner
• Makes payment by P-Cards when appropriate, and submits all department invoices and accounting information to Finance for processing
• Prepares monthly billing invoices for City Garage for labor/overhead expenses, City fuel/CNG expenses
• Maintains inventory of department supplies and procures as needed
• Orders office supplies for all City departments, as needed, coordinates delivery
• Downloads vehicle mileage, equipment hours, and fuel consumption data into fleet management software to ensure accurate service records for City assets
• Coordinates day-to-day support activities and performs clerical tasks including maintaining office files
• Works closely with management and staff to assess and improve administrative processes and enhance efficiency
• Assists with events at the Old Central Building
• Sends notices to City staff when flags should be lowered to half-staff and coordinate staff members to complete process

Performs other duties as assigned in a positive manner which supports the vision and strategic objectives of the division/department and the entire organization of the City of Owasso

Minimum Qualifications, Education, and or Experience:

• High school diploma or equivalent, some college preferred
• Basic understanding of administrative and clerical procedures and systems
• Two years relevant experience
• Proficient with Microsoft Office Suite or related software
• Ability to operate scanners, copiers, and printers
• Ability to work in a team environment
• Excellent verbal and written communication skills, with ability to interact with a variety of people
• Excellent interpersonal and customer skills
• Excellent organization skills and attention to detail

Working Environment and Physical Requirements:

• Work will generally be performed in an indoor office setting at the City Garage building, working independently and/or as part of a team. Occasionally the work will require job site visits and entry into the Garage or the attached Shop building for interaction with co-workers, contractors, and vendors. The environment may also include exposure to drafts, noise, dust, and grease, to sounds and noise levels that are distracting and uncomfortable on a daily basis.
• Tasks may typically require some combination of sitting or standing for extended periods of time, walking, reaching, repetitive motion, handling, hearing, and mental and visual acuity.
• Incumbent must maintain the following physical abilities:

1) See well enough to operate equipment, read directions, inspect work performed, and to view a computer screen and fine print, sometimes for sustained periods of time

2) Hear well enough to converse on the phone or in person

3) Use hands and fingers for operating required equipment, for answering the phone, using computer keyboard, and writing and filing

4) Ability to operate a variety of equipment as required to perform essential job functions.

**Please submit resume with application.**

Application Deadline:

• Position Open Until Filled; Anticipated hire date early March
• Background Check and Pre-Employment Drug Screening Required
• Applicants apply at City's employment website at OwassoHires.com.