ADMINISTRATIVE COORDINATOR

NEWTON COUNTY GOVERNMENT
CLASS SPECIFICATION

CLASS TITLE: ADMINISTRATIVE COORDINATOR JOB CODE: 0176
DEPARTMENT: PLANNING AND DEVELOPMENT DATE: 11/05
REPORTS TO: DIRECTOR

JOB SUMMARY:

Assists Director in the day-to-day management of the department. Performs work of considerable
difficulty in managing and supervising the clerical and administrative staff and supervises the operations
of the office. Assists field and senior staff with administrative needs. Relieves Director of administrative
details by composing correspondence on own initiative, scheduling meetings and appointments,
responding to requests for information, and addressing complaints. Handles confidential and/or sensitive
information requiring use of discretion. Administrative functions such as personnel, budget finance,
purchasing, accounts receivable/payable, payroll, information and records management, program
evaluation and planning and special projects. Clerk to the Planning Commission and the Board of Zoning
Appeals.

ESSENTIAL JOB FUNCTIONS: (All responsibilities may not be performed by all incumbents.)

Carries out supervisory responsibilities in accordance with governmental policies, procedures and
applicable laws including interviewing, planning, assigning and directing work; appraising performance;
rewarding and disciplining employees; addressing complaints and resolving problems and grievances.
May participate in hiring office staff by assisting in the interview process and making recommendations.

Clerk to the Planning Commission and the Board of Zoning Appeals. Attends public meetings, tapes and
transcribes official minutes. Assists in administrative needs of the Boards.

Oversees the administrative function of issuance of building permits, land disturbance permits, and
business licenses.

Plans, schedules, monitors, and evaluates the work of subordinate clerical and service personnel in order
to accomplish the objectives of the department and to effectively utilize resources.

Attends and participates in staff meetings.

Addresses complaints, customer service issues and resolves problems from County departments, and the
general public.

Assists in preparation of annual budget.

Independently resolves administrative problems related to the efficient operation of the office, such as
personnel problems; policy interpretations; accident/incident reports, workman’s comp issues, vehicle
maintenance; and telephone, computer, and equipment malfunctions.

Performs special assignments as requested, to include researching and preparing reports and projects,
updating plans and ordinances, developing and implementing programs, and presenting technical data to
management, elected officials, and others.

Confers with upper management to keep them informed on key issues and progress toward objectives
and to gain their support and approval; makes recommendations to assist Director in making needed
improvements.

Compiles information into a summary report for review by others.

Coordinates requests for documents following requirements of Freedom of Information Act.

Composes correspondence under general direction or on own initiative to expedite the processing and
completion of work.

Administrative Coordinator

Formats and types letters, reports, charts, and other documents requiring special formatting or containing
complex terminology, such as contracts and legal documents.

Enters and retrieves information using a personal computer or computer terminal in order to perform
research, update records, process transactions, or respond to requests for information.

Processes departmental payroll such as calculates, prepares, obtains approval, and sends to payroll
division; maintains and updates sick leave and vacation records and personnel files.

Schedules and registers for all training seminars for all department staff.

Prepares purchase orders, travel vouchers, and requisitions for all purchases.

Sets up and maintains alphabetic and numeric files so that documents can be filed and retrieved in an
orderly fashion.

Performs those day-to-day activities that are required to keep the department functioning effectively, but
are not specifically related to assignment.

Processes and tracks documents in order to ensure the appropriate completion of transactions.

Receives, and distributes mail.

Performs other related duties as assigned.

MATERIAL, EQUIPMENT AND SOFTWARE USED:

Personal Computer, AS400, Accela , MS Word, MS Excel, MS Access, Palm Desktop, GISMO, Internet
Explorer, MapTouch, A/V Equipment, QuickBooks Pro, Multi-line Phone, Two-way radio, Typewriter,
Copy Machine, General Office Equipment, Calculator, Adding Machine.

MINIMUM QUALIFICATIONS REQUIRED:

All candidates to fill a vacant position in this classification must submit to and pass a drug screening test
after meeting the following minimum requirements:

Education and Experience:

Bachelors degree in business or public administration or a related field, and/or four years of progressively
responsible administrative experience making decisions and providing issues analyses and
recommendations in related area including three years supervisor experience etc;

Any combination of education, training and experience which provides the required knowledge, skills, and
abilities to perform the essential functions of the job.

Licenses and Certifications: (depending on area of assignment)

Valid Georgia Drivers License (Less than 60 day old three year motor vehicle report required when
submitting application)

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of:

Supervising assigned staff.

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Administrative Coordinator

Administrative policies and procedures related to the area of assignment.

Basic mathematical and statistical computations, including addition subtraction, multiplication, division,
percentages and ratios.

Principles and practices of basic governmental accounting.

Administration of staff and activities, either directly or through subordinate supervision.

General management practices.

Modern office methods, procedures, equipment, business writing and correspondence, and standard
clerical methods and practices.

Computer applications related to the work.

Applicable state, federal and local laws, rules and regulations.

Basic budgetary principles and practices.

Recordkeeping, report preparation, filing methods and records management techniques.

Skill in:

Communicating clearly and effectively with others, orally and in writing.

Using tact, discretion, initiative and independent judgment within established guidelines.

Preparing clear and concise reports, correspondence and other written materials.

Dealing courteously and diplomatically with the general public.

Analyzing and resolving office administrative situations and problems.

Organizing work, setting priorities, meeting critical deadlines, and following up assignments with a
minimum of direction.

Composing business correspondence.

Planning, organizing, and coordinating administrative operations.

Typing complex, technical, and/or sensitive documents at a rate of 50 words per minute.

Using computers to enter and retrieve information.

Accurately proofreading copy with accompanying knowledge of grammar, punctuation and spelling.

Selecting and motivating staff and providing for their training and professional development.

Operating general office equipment.

Mental and Physical Abilities to:

Establish and maintain effective working relationships with others.

Read and interpret documents such as safety rules, operation and maintenance instructions, procedure

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Administrative Coordinator

manuals, and so forth.

Add, subtract, multiply and divide whole numbers, common fractions and decimals.

Solve practical problems and deal with a variety of concrete variables in situations where only limited
standardization exists.

Ability to speak effectively to public groups and respond to questions.

While performing the essential functions of this job, the incumbent is regularly required to use hands to
finger, handle, or feel objects, to reach with hands and arms, and talk or hear.

Working Conditions:

Work is performed in a normal office environment with little or no exposure to outdoor temperatures or dirt
and dust.

The incumbent's working conditions are typically moderately quiet.

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