What are the responsibilities and job description for the Office Coordinator (General Sessions Criminal Court Clerk) position at Shelby County Government?
Position Summary
The Office Coordinator will coordinate various office tasks and functions to ensure office operations always run smoothly. Performs a number of administrative support and customer service tasks to ensure efficient operation of the office environment.
Pay Grade: 44
Salary Commensurate with Experience and Education
Minimum Qualifications
1. Four (4) years of experience in progressive administrative, clerical, payroll, data processing or statistical work; AND
2. High school diploma or possess a GED; OR
3. Three (3) years of experience in progressive administrative, clerical, payroll, data processing or statistical work and one (1) year of college study (30 semester hours or 36 quarters).
4. PROOF OF EDUCATION, TRAINING AND/OR EXPERIENCE IS REQUIRED.
Duties and Responsibilities
1. Organizes office operations and procedures.
2. Greets and aids staff, employees, and the external community in a courteous manner and screens and routes incoming calls.
3. Maintains calendars of management-level staff members and keeps abreast of the location of program staff members’ location.
4. Handles external and internal office communication through email, voicemail, and other methods.
5. Reviews, formats and edits materials to ensure to ensure accuracy and correct usage of English grammar, including punctuation and spelling.
6. Assists staff with organizing community events.
7. Assists in preparing accurate travel authorizations and submitting travel reimbursements in a timely manner.
8. Maintains a filing system of all executed current contracts and grants for Clinical Services.
9. Prepares and reviews supply and service requisitions and coordinating with outside services.
10. Performs data entry, composes letters, memos and similar written correspondence, develops and gathers data for various monthly and quarterly reports, and responds to inquiries from other departments and organizations.
11. Assists in coordinating all internal and external meetings, by managing the scheduling of meetings, securing venues, securing needed vendors and handling minutes.
12. Performs other related duties as required or directed.
KSAs
1. Ability to think critically to identify and solve problems.
2. Well-developed organizational skills.
3. Ability to make actionable and achievable plans.
4. Ability to maintain confidentiality to sensitive information.
5. Skilled in utilizing word processing, spreadsheet, and presentation software (Word, Excel, PowerPoint).
6. Ability in taking and transcribing meeting minutes.
7. Ability to communicate ideas clearly, concisely, and effectively verbally and in writing.
8. Ability to engage officials, employees, and the public with courtesy, tact and professionalism.
9. Ability to work under pressure, manage time efficiently and meet deadlines.
Special Requirements
1. Must possess a valid Tennessee driver’s license or secure one by date of employment.
2. Must have daily access to an operable automobile and meet County requirements for automobile insurance upon date of employment.
3. May be required to travel to other Shelby County offices.
Disclaimer
This position is subject to a background check for any convictions that have a substantial relationship to potential job duties. Only convictions that are substantially related to potential job duties will be considered and will not automatically disqualify the candidate.