Administrative Coordinator

Summary

Macomb County Government is seeking an Administrative Coordinator to support its Purchasing department. The role provides administrative, accounting, financial, invoice-processing, budget-monitoring, payroll, inventory, and customer service support in a government environment.

Responsibilities

• Performs administrative support and clerical accounting tasks with a high degree of independent and confidential judgment
• Prepares and records administrative records including federal and state grant applications, reports, and claims; assures necessary documents, forms, and materials are accurate and available for administrative decision making
• Maintains and monitors assigned division’s operating budget on a daily basis
• Prepares budgets, billings, account statements, invoices, vouchers, and vendor contracts, as well as forms, surveys, and correspondence
• Prepares letters, memos, forms, records, and other related correspondence including spreadsheets for financial analysis
• Processes account information, disburses and distributes funds, reconciles accounts and assists in the financial preparation of County, State and Federal audit and monitoring requests
• Monitors, verifies, enters, and maintains timesheets. Processes attendance records and payroll for staff members of assigned division
• Orders, tracks, and maintains inventory records including office and program supplies and off-site storage facilities
• Processes and monitors equipment maintenance and repair requests
• Receives incoming requests and provides support and assistance appropriate to skills level
• Interacts with outside agencies and organizations to conduct business
• Operates standard office equipment such as personal computers, facsimile machines, copiers, scanners, calculators and adding machines
• Operates an automobile to perform assigned job functions
• Performs related duties as assigned

Skills

• High school diploma or GED equivalent
• Three (3) years of office clerical work experience
• Administrative support experience
• Possession of a valid Michigan driver's license and operable, insured automobile for authorized travel
• Modern office procedures and methods
• Various and specialty designated data processing/computer systems and applications for office administration across many departments in the County
• Principles and practices of basic bookkeeping and invoice processing
• General clerical/administrative support and secretarial processes common to office administration
• Accounts receivable and payable procedures
• Payroll processing and timekeeping
• Manual and electronic filing and record keeping procedures and retention schedules
• HIPAA and other laws or County policies for maintaining record confidentiality
• County, State of Michigan and department policies and practices for ordering and maintaining inventory of necessary supplies for daily office/clinic or department operation
• A variety of programs eligibility, enrollment and verification policies and practices
• Database applications and report writing, data mining and collection for operational review
• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with staff and the public
• Providing customer service to internal and external customers via phone, email and in person
• Performing a variety of duties, often changing from one task to another of a different nature
• Performing somewhat complex mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
• Organization and time management
• Assigning, prioritizing, monitoring, and reviewing work assignments
• Operating personal computers with current versions of office efficiency software and applications
• Performing data entry to multiple types of database applications for registration, enrollment, service provision, billing, inventory and statistical review and reporting
• Work in an environment which embraces the county's Dignity Campaign
• Effectively speak, write and understand the English language
• Understand and carry out oral and/or written instructions
• Accurately organize and maintain paper documents and electronic files
• Maintain the confidentiality of information and professional boundaries
• Take initiative and work independently
• Provide excellent customer service to both internal and external customers with tact and courtesy
• Meet schedules and deadlines of the work
• Perform moderate to high-level clerical/administrative related duties with a high degree of accuracy
• Lead and train staff and coworkers
• Learn new policies, practices and procedures
• Read and understand laws, rulings and other published guidance
• Handle, process and account for large sums of cash/money
• Understand and follow complex registration, eligibility and enrollment guidelines
• Associates degree or higher
• Bookkeeping or accounting related work experience
• Effectively speak, write and understand a language other than English is preferred

Qualifications

Must Haves

• High school diploma or GED equivalent
• Three (3) years of office clerical work experience
• Administrative support experience
• Possession of a valid Michigan driver's license and operable, insured automobile for authorized travel
• Modern office procedures and methods
• Various and specialty designated data processing/computer systems and applications for office administration across many departments in the County
• Principles and practices of basic bookkeeping and invoice processing
• General clerical/administrative support and secretarial processes common to office administration
• Accounts receivable and payable procedures
• Payroll processing and timekeeping
• Manual and electronic filing and record keeping procedures and retention schedules
• HIPAA and other laws or County policies for maintaining record confidentiality
• County, State of Michigan and department policies and practices for ordering and maintaining inventory of necessary supplies for daily office/clinic or department operation
• A variety of programs eligibility, enrollment and verification policies and practices
• Database applications and report writing, data mining and collection for operational review
• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with staff and the public
• Providing customer service to internal and external customers via phone, email and in person
• Performing a variety of duties, often changing from one task to another of a different nature
• Performing somewhat complex mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
• Organization and time management
• Assigning, prioritizing, monitoring, and reviewing work assignments
• Operating personal computers with current versions of office efficiency software and applications
• Performing data entry to multiple types of database applications for registration, enrollment, service provision, billing, inventory and statistical review and reporting
• Work in an environment which embraces the county's Dignity Campaign
• Effectively speak, write and understand the English language
• Understand and carry out oral and/or written instructions
• Accurately organize and maintain paper documents and electronic files
• Maintain the confidentiality of information and professional boundaries
• Take initiative and work independently
• Provide excellent customer service to both internal and external customers with tact and courtesy
• Meet schedules and deadlines of the work
• Perform moderate to high-level clerical/administrative related duties with a high degree of accuracy
• Lead and train staff and coworkers
• Learn new policies, practices and procedures
• Read and understand laws, rulings and other published guidance
• Handle, process and account for large sums of cash/money
• Understand and follow complex registration, eligibility and enrollment guidelines

Nice to Haves

• Associates degree or higher
• Bookkeeping or accounting related work experience
• Effectively speak, write and understand a language other than English is preferred

Benefits

• Medical, dental, and vision coverage with no monthly premium to employees for single, two (2) person, or family coverage.
• Health care, dental, and vision benefits are effective the first day of employment.