Administrative Coordinator

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Job Summary

This position provides highly complex administrative support to City Administration and manages a variety of program assignments while offering support to internal departments, external partners, and the community.

MAJOR DUTIES

• Assists in developing goals, objectives, policies, procedures, work standards, and administrative control systems.
• Directs and implements programs such as the Youth Council and Citizens Academy and provides support to the Special Projects Manager in tracking project progress, coordinating initiatives, and ensuring alignment with organizational goals.
• Develops, designs, and distributes communications to city staff, the Mayor and City Council, and residents, providing updates on events, initiatives, and other important matters. Prepares and creates a variety of materials, including newsletters, reports, spreadsheets, proposals, presentations, and informational handouts, collaborating with departments and proofreading for accuracy before distribution.
• Provides administrative support in program development, project coordination, event planning, budget management, financial reporting, and personnel administration. Assists management with tasks like inventory, scheduling, work orders, accounting, and ensures smooth operations within the department.
• Builds and maintains positive working relationships with co-workers, City employees, and citizens, serving as a liaison between City Administration and other departments.
• Conducts research, analysis, and administrative studies on department and citywide special projects, including policy development, organizational improvement, cost-benefit, and feasibility studies on issues of concern to City Administration.
• Responds to requests for information from the public, hears and resolves complaints as necessary, and facilitates public involvement in City Operations.
• Attends City Council meetings, departmental meetings, and related management discussions and provides follow-up briefings to necessary staff as requested.
• Performs all other duties as assigned.
  
  

Knowledge Required By The Position

• Knowledge of local, state, and federal government functions, policies, and best practices.
• Knowledge of the city's history and background.
• Knowledge of and proficiency in computers and relevant job-related software, including Microsoft Office Suite.
• Skill in interpersonal, verbal, and written communication.
• Skill in organization and attention to detail.
• Skill in project management and following up on action items.
• Skill in gathering and utilizing data and research effectively.
• Skill in adapting to changing circumstances.
  
  

Preferred Qualifications

• Knowledge of graphic design, with the ability to create visual materials for communications and presentations.
• Skill in public speaking, with the ability to present to various audiences.
  
  

SUPERVISORY CONTROLS

The Special Projects Manager assigns work in terms of very general instructions and spot checks completed work for compliance with procedures and the nature and propriety of results.

GUIDELINES

Guidelines include the city charter, city ordinances, and state and federal laws. These guidelines require judgment, selection, and interpretation in application.

COMPLEXITY/SCOPE OF WORK

• The work consists of varied administrative duties.
• The purpose of this position is to provide highly complex administrative support to City Administration and to manage a variety of program assignments as directed. Success in this position contributes to the efficiency and effectiveness of a variety of city functions.
  
  

CONTACTS

• Contacts are typically with City Administration, administration staff, Mayor and City Council, department heads, members of community organizations, Cobb County, other cities, and the general public.
• Contacts are typically to provide services, to give or exchange information, or to resolve problems.
  
  

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table. The employee occasionally lifts light objects.
• The work is typically performed in an office.
  
  

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

Minimum Qualifications

• Baccalaureate degree in a course of study related to the occupational field required; and
• More than two years of related experience required; or
• Any equivalent combination of education, experience, training which provides the knowledge, skills, and abilities to perform the work.
• Must possess and maintain a valid Georgia Driver's License.
• Must successfully pass a criminal background check.
  
  

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• * * The City of Smyrna is an Equal Opportunity Employer * * * *
  
  

Req. 132007-4