POSITION: EXECUTIVE COORDINATOR
DEPARTMENT: MANAGEMENT – EXECUTIVE
Serves as a liaison between the Executive Team, staff members, officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; circulates documentation to appropriate departments. Communicates with employees, volunteers, other departments, government agencies, attorneys, engineers, contractors, vendors, sales representatives, customers, the public, community organizations, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
General Administration
Performs administrative functions: maintains confidential records and files; drafts official documents, prepare communications on executive’s behalf, requisitions, and other correspondence; answers telephone and distributes messages; maintains time entry and leave records; and assists with escalated customer calls and other public inquiries. Edits, or proofreads correspondence on behalf of the Executive Team; keeps the executive leaders informed of significant matters, messages, documentation, or other information; conducts special projects as needed; and maintains confidentiality of the documentation and issues.
Maintains calendar and schedule of activities for Executive Team and Board of Directors: schedules and confirms appointments, meetings, conferences, training activities, or other activities; updates calendar on a regular basis; and notifies parties involved of changes; manage executive schedules; performs duties with little to no supervision; anticipate the needs of executive leadership while managing the day-to-day workflow; proactive in identifying areas where the General Manager needs assistance.
Performs related administrative functions; coordinates travel arrangement for retreats, meetings, conferences, training and other activities; and assists other departments with event coordination and procurement activities, as needed. Prepare travel itineraries and assist with on-site logistics for Executives and Board as needed.
Receives and sorts incoming documentation and materials: sends/receives documentation; distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
Performs customer service functions in person, by telephone, and by mail; provides information/assistance regarding department/division services, procedures, fees, or other issues; responds to routine questions or complaints; research problems/complaints and initiates problem resolution.
Organize and Coordinate Meetings
Organizes and prepares notes for weekly meetings; coordinate arrangements for various meetings to include Board meetings; notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; attends meetings; records and/or transcribes meeting minutes; distributes documentation; maintains records. Provides administrative support for the Board of Directors, CCWA Committees and Teams, or other meetings; maintain an office and meeting room setup that optimizes workflow; coordinates room reservations, setup, refreshments, and equipment required for meetings.
Finance/ Budgeting/Procurement
Assists with creation of the Executive Annual Budget: prepares projections for expenditures and proposed budget requests, including operations costs, capital purchases, and capital projects; enters data into budgeting worksheet and budgeting software; ensures that requests balance and are accurate; and prepares and enters budget revisions as needed. Processes documentation pertaining to budget or general financial management; reviews invoices for accuracy, matches with purchase orders; enters budget data into computer; assists with budget preparation; provides budgetary input and assists in forecasting revenues/expenditures; compliance with approved budget; request budget transfers as needed; coordinates internal accounting activities; Processes purchasing documentation: reviews purchase requisitions and verifies availability of budgeted funds; prepares purchase orders and forwards data to appropriate departments; obtains competitive price quotes; orders materials under blanket purchase orders.; reviews invoices, purchase orders, or other documents for accuracy; researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; maintains files and records; create trip itineraries, coordinate meals, and transportation.
Reporting and Data Analysis
Performs reporting functions in multiple software applications as requested: researches, compiles, and/or monitors administrative or statistical data, such as payroll, sick leave, expense, levels of service, and other data: summarizes data, performs routine data analysis, and prepares reports; conducts research of organization files, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed.
Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures: receives and reviews various documentation; reviews, completes, processes, forwards or retains as appropriate; prepares or completes various forms, reports, correspondence, and other documentation; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.
Operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.
Additional Functions:
Performs other related duties as required. May be required to work extended hours. Flexible to travel and attend Conferences and Retreats with Board of Directors and Executive Management Team.
Minimum Qualifications:
Associate degree in Administrative Services, Business, or a related field required; supplemented by two (2) years of experience in providing administrative or clerical support; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Specific License or Certification Required: Must possess and maintain a valid Georgia driver’s license. Must possess and maintain a valid Georgia Notary Public certification.
Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all CCWA or departmental policies, practices, and procedures necessary to function effectively in the position.
Preferred requirements:
Proficient in Microsoft Office Suite, including the ability to create PowerPoint Presentations and Templates, Excel Spreadsheets, etc.
Proficient in operating virtual technology platforms i.e. Microsoft Teams, Zoom, etc.
PAYGRADE: 18 (Starts at $24.971/hourly)
DEADLINE: WEDNESDAY, DECEMBER 9,2020