ADMINISTRATIVE COORDINATOR

Purpose of Job

The purpose of this classification is to support the strategic direction of Knox County Parks and Recreation (KCPR) to provide programs and parks that are fun, fulfilling, safe and rewarding. The Administrative Coordinator will help oversee day-to-day administrative functions and collaborate with department directors to plan, organize and implement programs and activities. This role will also work closely with Knox County Human Resources (HR) to follow staffing initiatives, talent recruitment and retention, and other HR activities and priorities.

Essential Functions

The Administrative Coordinator is responsible for the following essential functions:

• Partner with Knox County HR to monitor/coordinate all onboarding and offboarding paperwork, recruiting efforts, performance management discussions and ensuring accurate, up to date information is maintained in the ERP and HRIS systems; ensure supervisors have a proper plan of action.
• Partner with Knox County Benefits/HR to coordinate proper tracking of protected leave and worker’s comp claims and necessary documentation is received.
• Coordinate and submit the bi-weekly timecards for assigned departments, including all leave requests.
• Maintain attendance records, time off requests, leave requests and hours worked on time card system or other systems.
• Provide guidance and expertise to staff and volunteers in resolving problems or concerns.
• Complete and process requisitions, and purchase orders and operates the ERP and other programs (or similar) for assigned departments.
• Inventory, administer the order of, and stock supplies for the department, including office supplies, food, equipment, personal protective equipment (PPE) and other various supplies.
• Oversee general administrative support for the department.
• Coordinate volunteer program including monthly communications, current lists, web updates and volunteer training.
• Back-up to process deposits and reimbursements for assigned departments.
• Back-up to process accounts payable and/or receivables.
• Monitor work order logs to assure proper recording and filing daily.
• Maintain files on petty cash fund, contracts, utilities payable warrants, and other documents.
• Complete requests for payment forms and maintains file on same, keeps running totals of appropriations and encumbrances.
  
  
  

Additional Job Functions

• Respond to and report immediately if called upon by local, regional or central office supervisors, as part of a coordinated emergency response by the Knox County Mayor’s Office.
• Ensure regular, punctual attendance during scheduled work hours.
• Perform other duties as required.

Minimum Training & Qualifications

• High school diploma or GED required; Bachelor’s degree in Human Resources, Business Administration or related field preferred.
• Minimum of five (5) years’ related experience in administration, human resources, office management or related field.
• Must possess and maintain a valid TN driver license
• Any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities may be considered for employment into the position.

Specialized Knowledge

• N/A

Competencies

• Proficient in use of PCs, tablets, smartphones and other electronic devices
• Ability to focus and demonstrate great attention to detail.
• Ability to work cooperatively as a member of a team.
• Excellent communication and interpersonal skills.
• Ability to work in a position of moderate complexity
• Superior ability to identify and solve problems and to conduct cost-benefit analyses.
• Ability to solve basic math problems.
• Proficient in Microsoft Office Suite or similar software.
• Knowledge of basic administrative and clerical systems and procedures.
• Working knowledge of basic business and management principles as applied to resource allocation, leadership technique, staff and resource coordination, strategic planning, and human resource modeling.

Physical Requirements

• This position requires the ability to engage in occasional light physical activity.

Occupational Hazards

• N/A

Knox County Government is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Knox County Government may provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.