Administrative Office Coordinator

Ada County is a great place to work! We have more than 2000 employees dedicated to enhancing our community’s quality of life.  Our Treasurer's Office team is growing, and this is an excellent opportunity to be a part of taking this team to the next level. We offer a competitive benefits package which includes excellent medical, dental and vision insurance; generous vacation and sick leave accrual beginning as soon as you start; 11 paid holidays a year; participation in one of the  Nation's best state retirement systems which includes 11.96% employer contribution; various savings plans including a deferred compensation 457(b) plan with up to 3% county match; 401K plan; paid parental leave; life insurance; wellness programs; ongoing training opportunities and career pathing. This generous Ada County Total Rewards package increases the base salary by approximately 40 percent. 

Our mission is to serve the citizens of Ada County and perform all duties impartially and efficiently.  The Treasurer is responsible for the safekeeping and investment of public funds.  The Treasurer serves as ex officio tax collector, responsible for the collection of property taxes levied by the taxing districts, including cities and schools.  The Treasurer also serves as ex officio public administrator, responsible for administering the estates of decedents without a person to administer the estate.  Our office is dedicated to serving the public with integrity and respect.

Learn more about Ada County Treasurer Office by visiting their website. Ada County Treasurer



POSITION GENERAL SUMMARY
Under general supervision of the Treasurer and Chief Deputy Treasurer, provides advanced clerical, administrative, and operational support. This position performs work requiring a thorough knowledge of practices and policies, coordinating the daily functions and processes used by the Ada County Treasurer’s office to promote smooth operations and positive image of the office. Work includes procurement activities, inventory, and fixed assets; communications support; file maintenance, including personnel records, record retention management, and contract renewal tracking. The incumbent helps set priorities for all administrative projects and ensures their completion in a thorough and timely manner, anticipates questions, and resolves taxpayers’ concerns to make county government more accessible.

DISTINGUISHING FEATURES OF THE CLASS:
Performs routine, moderately complex work under general supervision and according to pre-defined guidelines.

• Coordinates the day-to-day clerical operations of the office and provides support for operational projects, demonstrating initiative to ensure logistics are aligned with project objectives with organizational goals;
• Provides internal and external communication and marketing support for the Treasurer’s office including: Designing tax notices and fliers; composing and/or distributing social media posts, mass e-mails, public education messages, public service announcements, newsletter articles, reports, special notices, and correspondence; Maintaining intranet and internet websites; Creating presentations for use by the office’s management team; 
• Supports office procurement activities including creating purchase orders, processing payments through the creation of purchase requisitions, and processes vouchers;
• Assists with tracking and monitoring of the Office budget;
• Creates agendas and prepares minutes of Office meetings;
• Submits county service requests and maintains schedule for equipment maintenance and software licenses;
• Maintains office inventory of keys, supplies, and fixed assets for the department; 
• Designs, prepares, maintains, and makes distribution of a variety of executive, confidential, and official documents, including memos, letters, special publications, performance reports, planning and budget documents, forms, templates, and questionnaires; 
• Coordinates contract renewals, assists in preparing renewal agreements, and is responsible for related document management, including original copies of County agreements, contracts, resolutions, ordinances, legal opinions, and Commissioners’ minutes; 
• Manages records retention and destruction schedules;
• Assists with coordinating department recruitment and onboarding efforts, working with department management, Human Resources, IT, Security, employees, and within applicable software programs to post jobs, coordinate interview schedules, facilitate candidate communication, organize orientation efforts, and ensure a smooth transition for new hires into the department;
• Assists in resolving public information requests;
• Organizes and coordinates Office functions including: meetings, employee recognition events, and retirements;
• Makes travel and training arrangements; processes registrations, travel-related paperwork, and associated reimbursements;
• Resolves inquiries from individuals in person, by telephone, and via correspondence;
• Provides general office file maintenance and SOP documentation support, including: maintaining personnel files; maintaining files and logs for policies, procedures, and standards; documenting and organizing information regarding additions, deletions or modifications to county practices and policies;
• During property tax collection season, serves as on-site, front-facing contact to the public, performing duties of tax data clerk, assisting county taxpayers, and replying to taxpayer correspondence.

ADDITIONAL FUNCTIONS: 

• Accepts deliveries from vendors;
• Assists with special projects as requested;
• Assists Estate Administration Specialists with field visits and support as needed;
• May assist in developing, implementing, training, and administering Office policies and procedures;
• May analyze and implement projects on behalf of the Treasurer and Chief Deputy;
• Assists with bookkeeping duties and deposits as needed;
• Performs related duties as required.

• Associate’s degree from an accredited university, or equivalent combination of education and experience, preferred;
• A minimum of 2 years of administrative support experience;
• Experience providing communication or social media support preferred;
• Previous project management and/or lead experience preferred;
• Exceptional knowledge of English grammar, spelling, punctuation, and arithmetic;
• Exceptional communication and interpersonal skills, and ability to provide excellent customer service; 
• Excellent organizational and time management skills;
• Strong attention to detail;
• Skill taking initiative and applying a proactive approach to identify and address administrative or project coordination challenges;
• Knowledge of public sector purchasing procedures;
• Knowledge of basic accounting practices;
• Knowledge and experience with MS Excel, Word, Powerpoint, and Outlook required; Experience with Oracle, WordPress, and SharePoint preferred; 
• Knowledge administrative procedural writing and constituent communication techniques;
• Knowledge of e-mail and paperless office technology;
• Knowledge of media practices and policies; 
• Knowledge of telecommunications technology;
• Knowledge of state and local governmental operations; 
• Skill in the composition, editing, publishing and dissemination of procedure, training and volunteer manuals;
• Skill in coordinating and prioritizing multiple requests from co-workers and managers;
• Ability to clearly and concisely articulate to employees, volunteers, and the public statutory law obligations, policies, practices and procedures concerning county issues; 
• Ability to work under own initiative; 
• Ability to establish and maintain records systems; 
• Ability to compile data and information for reports and compose letters and memoranda;
• Ability to review and proofread documents for accuracy and completeness;
• Ability to make decisions in accordance with laws, ordinances, regulations, and established policies; 
• Ability to work as a member of a team to accomplish division and department goals;
• Ability to establish and maintain good working relationships with department directors, elected officials, contractors, co-workers, and other community agencies;
• Ability to communicate effectively verbally and in writing;
• Ability to maintain confidentiality;
• Ability to adapt to changing business needs and conditions;
• Ability to ensure effective and adequate flow of information with project stakeholders;
• Ability to exercise initiative and independent judgment.

OTHER REQUIREMENTS:

• The position is required to learn the entire property tax collection process in order to assist taxpayers as needed, including opening mail, posting payments and assisting taxpayers; 
• This position is subject to blackout dates during peak tax collection periods.

• Work is performed primarily in an office environment and the employee in this class is subject to inside environmental conditions;
• May be required to lift up to 20 lbs.;
• Requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks.

DISCLAIMER:
To perform this job successfully, an individual must be able to perform the primary job responsibilities satisfactorily with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work being assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of individuals in the job. This job description is not an employment agreement and/or an expressed or implied employment contract. Management has the exclusive right to alter this job description at any time without notice. Ada County provides Veteran's Preference for all County jobs except for those deemed "key positions" in accordance with Title 65, Chapter 5 of Idaho Code.

Salary : $24