City of Shakopee

OVERVIEW
The Administrative Coordinator serves as the first point of contact to internal and external customers while performing various administrative support necessary for the company to operate smoothly. This position is responsible for providing general clerical support and uses effective communication methods to support company goals and objectives while promoting cooperation and commitment within the team. The ideal candidate has a strong sense of urgency, follow-through, detail, confidentiality and ethical behavior.

This position reports to the Facilities and Administrative Manager and will interact on a regular basis with administration, customer service, sales, management staff, and customers. This position works cooperatively with others.

RESPONSIBILITIES

• Provides a positive first impression to employees, customers, vendors, and visitors; serving as company’s receptionist.
• Answers and screens the company phone line in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy, transfers calls as necessary, and reviews and distributes company voicemail on a consistent basis.
• Greets and checks in visitors; maintains visitor management process; notifies staff of visitor arrival.
• Keeps general use spaces organized, clean, pleasantly arranged, and welcoming.
• Assists in the management of department email account and company fax line; responding to or routing incoming messages in a timely manner.
• Provides administrative support for the company; working both independently and collaboratively to complete a variety of tasks as requested.
• Compiles, summarizes and records information, ensuring accurate, up-to- date information.
• Coordinates and prepares general UPS shipments and labels as well as any other deliveries.
• Responsible for filing, including contracts; both in electronic and hard copy; proactively establishes and maintains highly organized department and company filing system; files correspondence and other records.
• Composes, types, and distributes professional correspondence and memoranda, emails, and faxes using personal initiative and as requested.
• Prepares presentations, spreadsheets, and reports as requested.
• Coordinates and assists with daily office activities.
• Follows documented standard operating procedures (SOPs), recommends improvements in methods and procedures, and creates new SOPs as needed.
• Assists/leads special projects insuring completion or smooth transition of duties if necessary.
• Assists with contract and special project assignments as needed.
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
• Work diplomatically and effectively across cross-functional teams.
• Attendance is an essential function of this position.
• Performing all other duties as assigned.

REQUIREMENTS

• High school diploma or equivalent required; Associates or Bachelor’s degree preferred.
• Professional attire required.
• Ability to use a computer and standard business and other work-related software with minimal instruction.
• Proficient in Microsoft Office applications including Teams, Outlook, PowerPoint, Excel, Word, etc., experience with Salesforce or Dynamics 365 preferred.
• Ability to adapt to a changing environment; versatile, flexible, creative, and willing to work within constantly changing priorities with enthusiasm; innovative team player.
• Demonstrated proactive approach to supporting people, identifying, and completing projects, and solving problems with the ability to follow directions with a positive attitude.
• Ability to appropriately communicate professionally in writing and verbally with the interpersonal communication skills to produce the desired results.
• Proficient in prioritizing tasks to accomplish higher and lower priority responsibilities simultaneously to achieve all tasks/projects by deadlines with the willingness and initiative to volunteer to take on tasks that don’t fall directly into “the job description”.
• Proactively looking ahead to see what tasks could be completed to make things efficient and effective; continuously seeking ways to have a greater impact on the organization.
• Ability to effectively present information and respond timely to questions from internal and external customers which includes coworkers, managers, senior leadership, customers, regulatory agencies, and vendors.
• Capable of reading and interpreting information, such as reports, general correspondence, and policy guidelines, with the ability to share with others as needed.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, fractions, and decimals.
• Excellent time and organizational abilities with the ability to seek assistance in a professional manner while managing multiple and varied projects simultaneously with minimal supervision maintaining attention to details and appropriate follow through.
• Capable of demonstrating an understanding of, and being sensitive to, a culturally diverse customer base.
• Ability to maintain confidentiality and comply with professional ethics and standards.
• Demonstrated ability to learn and apply newly acquired feedback, skills, knowledge, competencies, and information as to enhance individual job performance and make recommendations to the department.
• Excellent active listening, decision-making, team building and customer service abilities.
• Strong sense of accountability, urgency, accuracy, and follow through.
• Ability to work independently and as a contributing team member; self-motivating.
• Ability to be at the office for assigned shift, Monday through Friday on a consistent basis.

PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• While performing these duties the person is regularly required to walk, stand, bend, climb stairs, kneel, or crouch and successfully demonstrate the ability to write or use a computer or other electronic devices and operate a variety of hand and power tools.
• Employees in this position may need to regularly lift at least 5 lbs. and up to 20 pounds occasionally and may need to exert themselves while performing the above-mentioned duties.
• Perform a variety of physical labor including climbing ladders, bending, kneeling, reaching and standing for long periods of time. Also includes being able to lift boxes, tools, equipment and materials.
• Ability to drive a car and travel worksites. Employee will be reimbursed mileage according to corporate reimbursement schedule if using a personal vehicle.
• Ability to sit for extended periods of time.
• Reasonable accommodations will be made as needed to assure staff is safe. Assistance will be provided if employee is unable to complete a task.

QUALIFICATIONS
To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to pass a Criminal Background Check.
• Current driver’s license along with a good driving record and valid insurance.