Administrative Coordinator

ADMINISTRATIVE COORDINATOR

(Health and Human Services - Community Health Care)

Must have the physical, developmental, and mental ability to perform job tasks, work efforts, responsibilities and duties of the job illustrated. The job description herein provides for the range of duties to be performed for this position. It is not intended to reflect all duties that are required within this position.

MAJOR FUNCTION

Assist the Health and Human Services Administrator in providing a wide range of administrative assignments such as reviewing/preforming research and/or special studies, development of new, revised/modified program goals and objectives, procedures, practices, and conducting comprehensive analysis in comparing options. Plan, organize, and manage special projects as assigned by the Health and Human Services Administrator and is responsible administratively for coordination of assigned work. 

ILLUSTRATIVE DUTIES

• Acts as personal assistant and provides lead administrative support to the Health and Human Services Administrator by assisting, initiating, and carrying to completion secretarial and related information for administrator’s use and to meet program area needs/requirements. 
• Schedules and coordinates appointments, meetings and engagements for Health and Human Services Administrator. Updates and maintains calendar. 
• Coordinates scheduling for meetings and events such as layboard meetings, team meetings, status updates, and more.
• Provides day-to-day support and coordination of various activities within the program area.
• Provides administrative support to management team as directed including coordination of meetings, preparing materials, and handling logistics. 
• Serves as layboard liaison.  Leads the scheduling and preparation of meeting packets.
• Responsible for managing and coordinating a variety of activities, reports, schedules, collection and management of data for projects and work in progress.
• Follows up on action items from staff or committee meetings to ensure proper implementation or completion, contracts are prepared, and appropriate parties are notified.
• Independently drafts, prepares, proofreads, types, processes and/or researches documents such as memoranda, letters, records, reports, summaries, and other related office material using word processing and other software utilized by the work unit.
• Coordinates special projects and conducts research as directed.
• Receives and distributes confidential information and correspondence discreetly. 
• Facilitates personnel related processes and procedures, including, but not limited to, accurate records, personnel action forms, timekeeping, and new hire/transfer onboarding process in collaboration with managers.
• Drafts and assembles agenda and related materials for meetings and conferences. Makes necessary reservations and secures travel arrangements and authorizations prior to travel as well as reimbursements upon return.
• Assists with quarterly reports.
• Coordinates all Facilities and IT work requests.
• Manages electronic mailbox and ensures timely response to inquiries and requests. 
• Coordinate with Commissioners’ Executive Assistants for Service Awards.
• May assist in preparing agenda items to go before the Board of County Commissioners.
• Coordinates proper maintenance for program area assigned vehicles.
• Disseminates information to appropriate staff.
• Perform related duties as required.

KNOWLEDGE, ABILITIES AND SKILLS

• Must possess strong analytical and problem-solving abilities. 
• Ability to research, respond to and resolve complaints. 
• Ability to use independent judgment, analyze information and formulate recommendations. 
• Ability to establish and maintain an effective working relationship with employees, officials, business representatives and the public representing diverse cultures and backgrounds. 
• Must possess excellent communication and interpersonal skills. 
• Must be highly organized, detail-oriented, self-motivated, and dependable. 
• Ability to demonstrate ethical behavior and maintain confidentiality of all records as required by various laws and statutes, including the Health Insurance Portability and Accountability Act (HIPAA). 
• Ability to multitask, work well under pressure, maintain deadlines, and effectively manage, and adjust to multiple shifting priorities. 
• Ability to respond promptly and diligently to requests. 
• Knowledge of business English, punctuation, spelling, and arithmetic. 
• Knowledge of general office practices and procedures and record keeping methods. 
• Skilled in typing at a prescribed rate of speed. 
• Ability to take and transcribe meeting minutes should it be required. 
• Must be proficient with Microsoft Office products (including Word, Excel, PowerPoint, Outlook, and Teams) and possess the ability to learn and use new software or other program applications. 
• Ability to oversee the work of others when assigned.
• Must have the ability to see and write through repetitious use of hands to operate computer and printer/copier. Occasional standing, bending, walking, squatting, and turning of neck. 
• Ability to drive County vehicle to and from other locations as needed.
• Ability to drive County vehicle to and from other locations as needed.

MINIMUM QUALIFICATIONS

Graduate of an accredited high school or possess an acceptable equivalency diploma and have a minimum of six (6) years of general office experience. 

Must be able to utilize all features afforded by word processing and other required software and personal computers utilized by the assigned work unit.

Must possess a valid driver license and be able to secure a valid Florida driver license at the time of employment within this classification.

SPECIAL PREFERENCE

Supervision or oversight experience.

SPECIAL REQUIREMENTS

Must undergo a Level 2 (FDLE) screening submitted electronically before commencing work. Those obtaining this certification must maintain certification as a condition of employment.

Must be willing to work beyond normal working hours when necessary.  When circumstances warrant, such as time of impending or declared disaster (i.e. hurricanes, tornados, flooding, etc.), the person filling this position will be expected to be available to participate in the Polk County Emergency Management Plan.  The Emergency Management duties may require the employee to be away from their home and family for several consecutive days. 

This position may be required to report for work when a declaration of emergency has been declared in Polk County.