Administrative Services Coordinator 2

SALARY

$48,671.20 - $60,839.00

JOB SUMMARY

JOB SUMMARY:
Under general supervision, coordinates and evaluates the work of administrative support personnel within the City Attorney's Office. Performs related administrative support duties such as the coordination of the City Council Agenda, timekeeping, budget preparation support, personnel and employment support, division accounting, report compilation, law library organization.

ESSENTIAL JOB FUNCTIONS:

• Prioritize, organize, assign, monitor, and evaluate subordinates work assignments and quality control so that the city attorney’s office demands are met.
• Coordinate and monitor all administrative procedures.
• Collect and review necessary staff reports and supporting material in order to draft and/or oversee City resolutions and ordinances that go before the city council.
• Monitor and provide information as needed to the appropriate person for preparation of the council agenda.
• Monitor city council meetings and communicate departmental work assignments resulting from these meetings to departmental personnel.
• Seek input, compile information for department members, and submit results regarding the Executive session council agenda.
• Compile and analyze information and prepare reports and recommendations related to support staff on levels of office efficiency, personnel, equipment, technology, and training needs for the city attorney’s final approval.
• Maintain current chapters of the city code and perform related administrative duties to ensure updates are distributed in accordance with departmental standard operating procedures.
• Supervise receipt, distribution, and archiving of documents received and quality control, distribution and archiving of outgoing documents.

OTHER JOB FUNCTIONS:

• Provide input for the CAO budget relative to support staff business and law library account needs.
• Compose and type letters, memorandum, reports, etc. for City Attorney’s staff and review items for accuracy.
• Receive calls from the public, research and resolve requests or transfer calls to the appropriate party.

MINIMUM QUALIFICATIONS:

Knowledge, Skills and Abilities Required:

• Knowledge of the principles of office management and bookkeeping related to a legal office.
• Knowledge of the functions of a law office and confidentiality requirements.
• Knowledge of office and administrative practices and procedures. 
• Knowledge of modern office practices and procedures.
• Knowledge of document formats for federal, state and local courts of law.
• Knowledge of City organizational structure to include departments, functions, management and Council
• Knowledge of basic legal terminology.
• Skill with organization and attention to detail. 
• Skill in using PC Software including current Microsoft Office Suite of applications. 
• Skill in proofreading and attention to detail.
• Skill in organizing data.
• Skill in managing, training, and evaluating staff.
• Skill in making simple arithmetic calculations.
• Skill in communicating tactfully and effectively, both orally and in writing, with the public, co-workers and other City departments.
• Ability to work within a set schedule.
• Ability to work independently under general instructions. 
• Ability to understand mathematical calculations involving fractions, percentages, and decimals.
• Ability to select from possible alternative methods the method of processing information that leads to the potentially best answer or solution to a problem.
• Ability to receive detailed information through oral communication and make fine discriminations in sound.
• Ability to prioritize deadlines and tasks. 
• Ability to plan, organize, and monitor subordinates work assignments to accomplish objectives.
• Ability to perform a variety of physical skills including but not limited to filing, holding, lifting up to 15 lbs., seeing, sitting, squatting, standing, typing, walking, and writing.
• Ability to operate a variety of office equipment including but not limited to PC, telephone, calculator, scanner, and copier. 
• Ability to make independent judgments.
• Ability to learn new systems and procedures quickly. 
• Ability to exercise discretion and independent judgment utilizing knowledge of the organization's policies. 
• Ability to effectively deal with multiple priorities.

Qualifying Education and Experience:

• Bachelor's Degree in Business Administration or a related field.
• Three year's experience in an administrative support capacity.
• Two year’s supervisory experience
• Or any equivalent combination of education and experience.

PREFERRED QUALIFICATIONS:

Preferred Education and Experience:

• Legal Assistant certificate classes.

Employment Screenings Required:

• Criminal background check

City of Arlington is an Equal Opportunity Employer.