Administrative Coordinator

Come join the Redondo Beach Public Library as our next Administrative Coordinator!

The ideal candidate is highly organized, detail-oriented, and efficient in their administrative tasks, ensuring the smooth operation of daily office functions including scheduling, timekeeping, and accounts payable. This candidate is an excellent communicator, both written and verbal, capable of interacting respectfully and inclusively with individuals from diverse backgrounds. Additionally, this candidate is proficient in using technology and office software, enabling them to manage schedules, documents, and communications effectively. 

Position Definition: Under the direction of the Department Director or designee, performs a variety of administrative support duties including complex clerical tasks of a specialized nature that require thorough knowledge of department procedures; performs work under general instructions, but within established policies and procedures to achieve results in support of the City' s mission, goals, policies, and objectives; and performs other related duties as required.

Be a part of the Redondo Beach Public Library today! We will be accepting applications online only through either the first 100 or until 11:59PM on February 23, 2025, whichever occurs first. All applicants must attach a current resume. 

This position is accountable as a team member to perform operational and support duties and services including but not limited to: 

• Prioritizes work and performs multiple tasks simultaneously with numerous interruptions
• Receives incoming customer telephone calls, determines their nature and urgency, coordinates an appropriate response or refers them to other persons in the Department and the City
• Works with customers at a service desk
• Proofreads and accurately inputs numerical and text data into databases
• Performs tasks and assignments with accuracy, neatness and attention to detail.
• Responds to inquiries and requests for information
• Scans and profiles documents into the document imaging system
• Reviews, routes and distributes documents to appropriate destinations
• Operates computers, photocopiers, printers, scanners, telephones, FAX machines, cameras and other office equipment and performs minor maintenance and repair
• Performs a variety of general clerical duties including distributing departmental mail and correspondence
• Compiles and analyzes statistical data
• Maintains logs
• Recommends and implements policies and procedures and opportunities for improvement in the area of assignment
• Provides sound decision-making skills and critical thinking to provide professional recommendations, decisions and completed staff work
• Performs duties in accordance with City policies and procedures
• Delivers outstanding internal and external customer service
• Communicates effectively orally and in writing with the public and fellow employees
• Solves problems and supports the City's mission, policies, goals, and objectives
• Exercises initiative, courtesy and independent judgment
• Establishes and maintains effective working relationships with members of the Department and City staff, other agencies and the public
• Works cooperatively with personnel, co-workers and the management team
• Takes initiative to achieve positive, timely results for the organization with diplomatic skills and ethical conduct
• Conducts duties, responsibilities, tasks and assignments with a constructive, cooperative, positive, and professional attitude and demeanor
• Works irregular hours including days, evenings, nights and overtime including weekends and holidays; must be available for call-back and automatic return to work with a reasonable response time during off-duty hours for major emergencies, disasters, critical incidents and as otherwise required
• Supports the City's mission, goals, policies and objectives
• Supports the City's corporate values of: openness and honesty; integrity and ethics; accountability; outstanding customer service; teamwork; excellence; and fiscal responsibility
• Performs other related duties as assigned

The following duties, responsibilities, and expectations are assignment-specific, and may include but not be limited to those listed above in addition to those noted below:
 
 When assigned to the Library:

• Responds to, confirms, and oversees meeting room requests, ensures proper set-up of meeting room facilities, and oversees maintenance of Library facilities
• Completes departmental accounts payable and assists in preparation of departmental budget
• Prepares documents for the Library Commission, Human Resources and Risk Management
• Acts as the official timekeeper for the department

For a full list of duties, please click here to view the class specifications.This position requires:
Knowledge of: Basic information on materials, equipment, regulations, principles, procedures and/or practices necessary to perform required duties including but not limited to correct English usage, spelling, grammar and punctuation, business letter writing and forms, basic methods used in financial and statistical record keeping, survey techniques, principles of effective supervision and training, and effective interviewing techniques.
 
Ability to: 

• Work shifts, weekends, holidays, irregular duty assignments and/or overtime
• Type at a speed necessary for successful job performance
• Prioritize and complete numerous activities simultaneously, effectively and pleasantly including phone calls, counter service, and employee requests
• Interpret and apply applicable provisions of state and local codes and other regulations and procedures
• Write clear and concise reports
• Adapt to advances in computer technology
• Work independently and successfully interact with a diverse range of people
• Listen carefully, understand and follow oral and written instructions
• Train personnel
• Analyze situations and adopt effective courses of action
• Establish and maintain effective harmonious working relationships with department personnel, supervisors, other City employees and the public
• Express self in clear and concise manner as well as gain compliance with instructions given to persons under their custody
• Maintain confidentiality
• Communicate using email programs
• When assigned to the Police Department, wear a department-approved uniform

 
Required Competencies, Education and Experience:

• This position requires computer literacy and working knowledge of Microsoft Office and an understanding and adherence to City policies for information technology
• The position requires graduation from high school or equivalent
• Two years of clerical work experience, at least one year of which is comparable to the duties performed by an Administrative Coordinator with the City of Redondo Beach, is required
• Possession of a valid Class C California Driver License is required

Job description statements describe the general nature and level of work performed by employees and are not intended as an exhaustive list of all responsibilities, duties and skills required.

SELECTION PROCESS:
The selection process may include but is not limited to: Application review and evaluation, written examination, performance test and interview. All employment offers made by the City are contingent upon establishing proof of a prospective candidate's legal authorization to work in the United States and successfully passing all components of the pre-employment process, such as: reference check, background investigation, fingerprint criminal history check, post-offer drug test, post-offer psychological and post-offer medical examination, the cost of which will be borne by the City.

Candidates must fill out the employment application and supplemental questions completely and accurately. Incomplete applications, including references to "see resume", are considered incomplete and will be disqualified.

The City of Redondo Beach is an Equal Opportunity Employer. The City will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Candidates with a disability who may need accommodation during the selection process must notify the Human Resources Department at least five (5) business days in advance of the test date.

Qualified Military Veterans are given an additional five (5) points to a passing score for both open- competitive and promotional recruitments.

Note: The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice.

Salary : $56,832 - $68,280