Administrative Coordinator

Position SummaryThe Administrative Coordinator will provide comprehensive administrative support to theManaging Director’s Office (MDO) Administrative Services Unit (ASU). This position plays a keyrole in ensuring the smooth operation of the unit by assisting with a wide range of functions,including fiscal operations, human resources administration, and general administrativeservices. The incumbent will be responsible for coordinating day-to-day office activities,preparing and processing documents, maintaining records and reports, monitoring timelinesand deliverables, and facilitating communication between internal divisions and externalpartners. The Administrative Coordinator will also assist with project tracking, procurementand budgeting support, and staff onboarding activities as needed to ensure efficient andconsistent operations across the MDO.Essential FunctionsDuties include but are not limited to:Administrative CoordinationInvolves various coordination of various administrative duties around the below areas: fleet/vehicles, conference and travel, accounts payable, procurement, contract management. Additional information provided below.Fleet Management/Vehicle UsageServes as the Fleet liaison for the Managing Director’s Office.Work with Office of Fleet Management to ensure proper adherence to routine vehicle maintenance.Ensure vehicles are routinely checked for cleanliness, both inside and outside.Coordinate/oversee cleaning.Coordinate MDO employee requests to use City vehicles to travel outside the City; work with Risk Management to approve such requests.Coordinate/oversee parking arrangements for City vehicles.Oversee/manage take-home requests or overnight requests as well as any other unique requests related to City vehicles.Ensures all MDO employees receive and review the City Vehicle Usage Policy.Work with Risk Management and MDO-HR Occupational Safety Officer to ensure driver’s license information is maintained and updated properly.Manage/coordinate, under the supervision of supervisory staff, parking for private cars.Conference and Travel RequestProvide technical and administrative assistance for requests for travel.Receive and process approved requests for travel.Coordinate timely travel arrangements related to plane or train arrangements.When approved, process pre-paid hotel requests.Understand, explain, and provide guidance on the City’s travel policies.Assist with employee reimbursement preparation related to conference and travel.Conference and Travel RequestProvide technical and administrative assistance for requests for travel.Receive and process approved requests for travel.Coordinate timely travel arrangements related to plane or train arrangements.When approved, process pre-paid hotel requests.Understand, explain, and provide guidance on the City’s travel policies.Assist with employee reimbursement preparation related to conference and travel.Accounts PayableReceives invoices and sends to responsible parties for review and approval.Processes invoices against purchase orders and encumbrance documents.Reviews invoice documentation to ensure invoices are presented accurately, match purchase order documentation or contract documentation, and are checked against available budgets or price lists. Verifies data on expenditures and encumbrances by matching documents (such as contract documents, purchase orders, and/or price lists) and contacting approvers, vendors, and/or contractors if necessary. Addresses and resolves any account discrepancies or improperly processed documents with the invoice approver. Ensures payments and expenditures are monitored and processed efficiently and accurately. Ensures payments are tracked appropriately to facilitate accurate and complete processing and support investigations into status inquiry.Ensure proper documentation of accounts payable records.Prepares regular reports on accounts payable function, such as the year-end accounts payable function and the prior year document review.Procurement and Contracts ManagementAssist and support procurement and contracts management staff in review of procurement/contracting requests.Assist with review of contract documentation, including but not limited to scopes of services, budgets, contract terms and conditions.Assist with contract development and management.Assist with purchase order development and encumbrance management.Human ResourcesProvide support to MDO human resources team in terms of special project coordination. Depending on assignment, position can report to one of the following: Director of Fiscal Operations and Administration, Assistant Director of Administration, Accounts Payable Supervisor Human Resources Manager, Deputy Director of Human Resources,Required Competencies, Knowledge, Skills, and Abilities Includes but not limited toMust have knowledge in basic bookkeeping principles and practices Must have typing and data entry skills, along with proficiency with arithmetic computations Ability to learn the accounting procedures of the City as they apply to work assignments Ability to learn the human resources procedures of the City as they apply to work assignments Strong attention to detail Flexibility to both work independently and as part of a team Strong working knowledge in Microsoft Office Suite Strong communication and time management skills Comfort with operating a computer and learning new softwareAbility to maintain professional relationship with vendors, internal staff, and other external stakeholders.