Administrative Coordinator

Overview

Administrative Coordinator Jobs in El Cajon, CA at Medical Environmental Technologies

Primary Objective

The City of Bloomington is seeking an individual to perform advanced level office support duties for the Planning Division and facilitate excellent customer service for the community with emphasis on integrity and equity for all.

CITY VALUES & EXPECTATIONS
Models and contributes to a positive work environment, culture of communication, engagement and safety
Communicates effectively and respectfully with employees and the general public, including but not limited to those of diverse racial, ethnic, religious and socioeconomic backgrounds
Works cooperatively as a member of a team; develops and maintains effective working relationships with diverse coworkers and community members; consistently brings a high level of self-awareness and empathy to all personal interactions
Embraces the City’s shared values and contributes towards accomplishing the City’s vision and goals by being creative, innovative, continuously learning, and communicating clearly

Examples of Duties

Provide Division office support as needed including but not limited to preparing agenda packets, answering phones, greeting visitors, tracking documents and applications, proofreading documents, preparing copies, scanning documents, filing, distributing plans, completing registrations, purchasing supplies, scanning, preparing and recording official City records and other duties as assigned
Prepare, submit and track legal notices
Assist with Division communications including maintaining internet and intranet pages
Prepare documents, mailing address lists and labels for periodic mass mailings
Gather information, prepare and update records to track information, including but not limited to agency action deadlines, application status, permits, surety status and expiring approvals
Attend public meetings, record and transcribe minutes, and provide administrative support by preparing materials for meetings
Support the administration of the Planning Commission by scheduling meetings, uploading agendas and other documentation, completing minutes. Attend meetings and provide technical and administrative support as required.
Use and maintain geographic information system and other electronic records
Use and maintain City View (applicant and permit review software) and provide assistance as needed
Use office equipment and software applications with a high degree of proficiency and troubleshoot basic hardware and software problems
Respond to requests or complaints from staff and other departments; resolve or refer inquiries from citizens, contractors, outside agencies, and others concerning departmental programs and services; ensure positive communications between the City, other departments, and residents
Work independently and resolve routine issues in absence of supervisor
Provide accurate, complete information, and instructions to the public regarding ordinances, policies, and procedures
Coordinate special projects as assigned
Cashier permits and process other fee-related documents
Issue and accept a wide variety of forms and documents and review for accuracy and completeness
Process, review, and issue routine permits and contact applicant when permits are approved for issuance
Maintain the division’s files and manage the data retention according to the City’s policy and state agencies’ policies.
Assist with coordinating internal and external meetings. Schedule attendees, book rooms, prepare agendas with project managers, and prepare materials needed before, during, and after meetings
Book travel arrangements for staff and manage the expense process according to City policy
Collect data to support city wide plans and annual reporting
Handle data requests following City policy
Draft, create, proofread, maintain, and edit documents, presentations, and forms
Handle billing, purchasing, and invoicing of division services with the Finance Department
Perform other duties as apparent or assigned

KNOWLEDGE, SKILLS, & ABILITIES REQUIRED
Ability to ensure priorities of work assignments are effectively established and maintained and work is completed thoroughly and accurately
Ability to maintain files in an accurate, complete, and timely manner
Creates a favorable image of the division with the public and city staff
Dependable and accountable
Ability to operate a keyboard with speed and accuracy
Ability to adapt to change while working in a high-paced, high-customer volume area
Ability to work on a call center phone system
Ability to communicate effectively: orally, in writing, over the telephone, and in person
Possess excellent aptitude, organizational skills, and critical thinking skills
Ability to multitask while maintaining a professional and positive attitude
Ability to work cooperatively as a team member
Ability to work under minimal supervision, effectively under pressure, and meet deadlines
Good knowledge of division operating policies and procedures
Ability to remain calm in contentious situations

Minimum/Desirable Qualifications

MINIMUM QUALIFICATIONS
High School diploma or equivalent
Three years of responsible office support experience
Excellent Microsoft Office (or comparable software) skills and knowledge of various software applications

DESIRABLE QUALIFICATIONS
Work experience in local government
Work experience supporting urban planning
Two or more years of post-high school education
More than 3 years of responsible office support experience
Experience in specialized software such as CityView Electronic Permitting, agenda management software, web editing software, and GIS
Experience working with federal, state or municipal codes
Ability to speak a second language, in addition to English that has a recognized presence in the community. (Spanish, Somali, Vietnamese, Chinese Mandarin, Cambodian, etc.)

Supplemental Information

SUPERVISION OF OTHERS
This position does not supervise others.

Anticipated Hiring Range: $29.48 – $31.27 Hourly
2024 Full Salary Range: $29.48 – $39.30 Hourly

Full-Time; Non-Exempt; Non-Union; Benefits Eligible
The City of Bloomington is an Equal Opportunity Employer and is committed to creating a diverse workforce that reflects the community we serve. Applicants who are black, indigenous or persons of color are encouraged to apply. We also encourage women, veterans, members of the LGBTQIA community, and individuals with disabilities to apply.

The position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change

Benefits for regular, full-time employees of the City of Bloomington (with the exception of 24 hour firefighters and 24 hour fire fighter/paramedics) include the following:

10 days paid vacation per year
13 days paid personal leave per year
13 paid holidays per year
12 weeks paid parental leave
Employee health and dental insurance
Paid employee life insurance
Paid employee disability insurance
Employer/employee paid pension
Deferred compensation
Tuition assistance program
Health club membership reimbursement
Flexible spending account
Employee Assistance Program
Other optional benefits
Great suburban location, on bus line
Free employee parking
(Union contracts may vary from the above list.)

Title: Administrative Coordinator

Company: Medical Environmental Technologies

Location: El Cajon, CA